QR Codes

QR codes are the heart of ToolEquip's tracking system. They link your physical tools to their digital records, enabling instant identification with any smartphone.

How QR Code Tracking Works

Each tool in ToolEquip gets a unique QR code that encodes the tool's ID. When someone scans the QR code with a smartphone camera or scanner app, it opens the tool's record in ToolEquip. From there, they can check the tool in or out, view its history, report an issue, or update its location.

Generating QR Code Labels

To generate QR code labels for your tools:

1. Navigate to Tools > Labels
2. Select the tools you want to label (or select all)
3. Choose your label size: Small (1" x 1"), Medium (1.5" x 1.5"), or Large (2" x 2")
4. Select label content: Tool name, serial number, and/or QR code
5. Click Generate PDF

The generated PDF is formatted for standard adhesive label sheets. Print on a laser or inkjet printer using weatherproof label stock for outdoor tools.

Label Placement Tips

For reliable scanning, follow these placement guidelines:

• Flat surfaces — Apply labels to flat, clean surfaces away from moving parts
• Consistent location — Place labels in the same spot on similar tools for quick scanning
• Protect from wear — Use clear tape over labels on high-wear tools
• Avoid curved surfaces — QR codes on curved surfaces can be difficult to scan
• Keep clean — Dirty or greasy labels won't scan. Wipe clean before scanning.

Scanning QR Codes

Team members can scan QR codes using:

• ToolEquip Mobile App — Built-in scanner optimized for tool tracking
• Smartphone Camera — iOS and Android cameras natively recognize QR codes
• Third-party Scanner Apps — Any QR code scanner app works
• Bluetooth Scanners — Pair a Bluetooth barcode scanner with your device

When scanned, the QR code opens the tool's detail page in ToolEquip. From there, the user can perform actions based on their permissions.

Replacing Lost or Damaged Labels

If a label becomes damaged or falls off, generate a replacement at Tools > Labels > Reassign. The new label links to the same tool record — no data is lost.

QR Code vs Barcode

While ToolEquip supports both QR codes and barcodes, QR codes offer several advantages:

• Scan with any smartphone — no special hardware required
• Scan from any angle — no need to align the scanner
• Error correction — QR codes with up to 30% damage can still be read
• More data capacity — can encode tool details directly
• Smaller footprint — works well on small tools