4. Start field work
QR codes
A QR code stuck on a pump, a door, or a noticeboard removes the hardest part of field work: finding the right record. Scan it and the app opens straight to that asset, that site, or that incident type.
Last updated: August 2026
Who can do this: anyone who can start an inspection can scan. Generating and printing codes needs asset, site, or incident-type admin permissions. Where: Inspections → Start New Inspection → Scan QR Code.
The three kinds of QR code
| Code on | Scanning opens | Generated from |
|---|---|---|
| An asset | That asset, ready to start an asset inspection | Automatically, when the asset is created |
| A site | That site, ready to start an audit | The site record |
| An incident type | That incident type, prompting sign-in to report | The incident type record |
Every asset gets its code automatically — there is no "generate QR" step to remember.
Scan a code
- Go to Inspections → Start New Inspection.
- Select Scan QR Code.
- Allow camera access the first time your browser asks.
- Position the QR code within the frame. It reads automatically — there's no shutter button.
- Select Close Scanner to go back to the list.
Scanning works in the browser on a phone, so there's nothing to install beyond adding the app to your home screen.
Asset codes
Scanning an asset code starts an inspection for that asset. What happens next depends on how many published templates exist for the asset's type — the same rule as when you start from the app:
- One published template — the inspection starts immediately with that form.
- Several published templates — you choose which inspection to start (Select inspection template, or Choose an inspection template for this asset on the scan screen).
- None — you can't start. The app shows No published template found for this asset type. An admin needs to publish one. See Create templates.
Expected result: The matching asset opens. With one published template you go straight into the inspection; with several you pick a form first.
Print an asset's label from the asset record: View QR Code → Print QR Code. The label carries the asset's code, type, and location above the code, captioned "Scan to start inspection".
If someone scans that poster without signing in, they cannot start an inspection. They can report an incident after entering an email, but only for types where Guests can report is on — see Incidents. Signed-in users in the same organisation can start an inspection or report an incident from the same scan.
Site codes
Sites can carry their own code. From Inspections → Start New Inspection → Scan QR Code (signed in), scanning it opens the site with the audit templates you have access to, so an auditor can walk up to a building entrance, scan, and begin.
Audits are site-scoped rather than asset-scoped — they have no asset attached, which is why meter questions don't record readings on an audit. See Set up sites.
A site poster opened in the camera or browser (/scan-site/…) is for incident reporting, not an audit. Signed-in users go to Report Incident with the site already set. People without an account enter an email, then see only types with Guests can report enabled.
Incident type codes
An incident type can carry a code to post where a hazard is likely to be spotted. Scanning shows the incident type and the date, then asks the person to sign in. After signing in they report from Incidents → Report Incident.
That code does not open a guest form. Guest reporting (email required, not anonymous) is only from asset and site posters, and only when Guests can report is enabled on the type. See Incidents.
Scanning offline
If the device has been prepared for offline use, scanned assets and sites resolve from the data stored on the device and the inspection starts as normal, syncing when you reconnect.
If the asset or site isn't in the downloaded data, the app tells you so rather than failing silently. Run Prepare for offline again while you still have signal, and make sure the sites you're visiting are included.
Placing and printing labels
- Put the label where the inspector stands. Eye level, on the approach side, not behind a guard or under the machine.
- Match the material to the environment. Outdoors, in wash-down areas, or anywhere with solvents, use laminated or industrial labels — paper fails fast.
- Keep it big enough. Phone cameras read a code reliably from about ten times its width; a 50 mm code is comfortable at arm's length.
- Leave the quiet zone. Don't crop the white border or overlap the code with other stickers.
- Replace damaged labels. A code that's scratched, faded, or peeling costs the inspector more time than reprinting it.
When a scan doesn't work
| What you see | What to do |
|---|---|
| Nothing happens in the frame | Clean the camera lens, add light, hold steadier, and move so the code fills more of the frame |
| Camera never starts | Allow camera access in your browser's site settings, then reload. Cameras also require a secure (HTTPS) connection |
| "Asset not found" | The code belongs to another organisation, or the asset was removed. Check the asset still exists under Manage Assets |
| Asset opens but you can't start | The asset type has no published template — see Create templates |
| Works online, fails offline | The asset or site wasn't in the offline data. Reconnect and run Prepare for offline again |
Frequently asked questions
Do I need to create a QR code for each asset?
No. Every asset is given one when it's created. You only need to print it.
Can two assets share a code?
No. Each code maps to exactly one asset, site, or incident type.
Can someone outside my organisation scan my codes?
They can open the link. Incident type codes always send them to sign in. Asset and site posters can let them report an incident after they enter an email, but only for types with Guests can report on — that is not anonymous, and they still cannot start an inspection without an account. If the email matches a user in your organisation, they are asked to sign in.
Does scanning work without the internet?
Yes, if the device was prepared for offline use and the asset or site is in the downloaded data.
Can I change what the label looks like?
Not currently. The label layout is fixed: asset code, type, location, code, and caption.
Related articles
Was this page helpful?
