Asset records via QR Code

Make regular equipment inspections super easy with QR codes and 'Forms' in QSToolbox. Just scan the QR code with your mobile device to open up the electronic form, and it will automatically save to the right place in QSToolbox, ticking off the inspection task for that equipment.

Assuming you already have added the asset and selected appropriate asset requirements, here's how to start adding records with forms via QR codes.


Preparation:

  1. Build an electronic form in QSToolbox with fields for the data you want to collect.
  2. Get the right QR code for each machine (see below)
  3. Attach it to the corresponding equipment.

Using the QR code:

  1. Use the device camera to scan the QR code on the equipment.
  2. Login to QSToolbox (first time)
  3. Fill in the fields, and save.


Get the right QR code

The QR code changes depending on what you're looking at when you generate it. If I'm looking at the asset view when I get the QR code, scanning that code will take me to the asset view.

If I want the QR code for adding a record to the #5 Welding Machine, for the "Weekly Inspection" requirement, using the "Welding Equipment Inspection" form, then I need to see all those things before I get the QR code.

Here's how to get the right QR code:

1. Open the Asset

2. In the Requirements panel at the top right, click on the add record "+" button corresponding to the requirement you want:

Click the ">" if you need to expand grouped requirements:

Note that the "+" button only appears when the record is due, so you may need to edit the expiry date of any existing and current record.


3. When the Add Record view opens, click on the orange button  "+Add Form to record" and select the form you want to use, e.g., 'Welder Check", click 'Choose' to confirm:

4. Make sure you can see the correct requirement selected at the top and the form fields at the bottom (green ticks below)

5. Click the icon to the left of the page heading, as shown below, to view the QR code:

Make sure the correct Requirement and Form are showing before you get the QR code

6. Print it to the size you want to attach to the equipment.

If you prefer, you can also download  just the QR code as an image by clicking on "Toolbox QR link" or you take a screenshot if you want to incorporate the QR code into your own document format, or collect them in one document to print several at once.

  1. Now scan the QR code to give it a go!

What happens if I update the Form?

This QR code links the asset, the requirement, and the form. You can edit any of the three items and the QR code will still work. If you delete any of them it will break.

If you want to add a record for a different asset or a different requirement or to use a different form, you'll need to get a new QR code.