4. Start field work
Start an inspection by scanning a QR code
Learn how to start an asset inspection or site audit by scanning a QR code, so you reach the right record without searching the list.
Last updated: September 2026
What you'll need
| Tier | Any plan |
| Platform | Web app or installed app on a phone (camera required) |
| Permission | Conduct asset inspections and/or Conduct audit inspections. Printing labels needs asset or site admin access. |
| Where | Inspections → Start New Inspection → Scan QR Code |
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 is no shutter button.
- Select Close Scanner to return to the list.
Asset codes are created with the asset. Site and incident-type codes come from those records. Incident-type codes lead to reporting after sign-in, not to starting an inspection — see Incidents.
After an asset scan
Same published-template rules as starting from the list:
- One published template — the inspection starts with that form.
- Several — choose from Select inspection template.
- None — blocked until an administrator publishes a template for that asset type.
Guests who open an asset poster cannot start an inspection. They may report an incident after an email when Guests can report is on.
After a site scan
From Start New Inspection → Scan QR Code (signed in), a site code opens that site with the audit templates you can access.
A site poster opened outside the app (/scan-site/…) is for incident reporting, not an audit.
Scanning offline
If the device was prepared for offline use, scanned assets and sites resolve from data on the device. If one is missing, reconnect and run Prepare for offline again.
Print an asset label
From the asset record: View QR Code → Print QR Code (also Print Label on the printable view). Caption: Scan to start inspection.
When a scan doesn't work
| What you see | What to do |
|---|---|
| Nothing happens in the frame | Clean the lens, add light, hold steadier, fill more of the frame |
| Camera never starts | Allow camera in browser site settings; reload. Cameras need HTTPS |
| Asset not found | Wrong organisation, or asset removed — check Assets |
| Asset opens but you can't start | No published template for that asset type |
| Works online, fails offline | Missing from offline data — run Prepare for offline |
Frequently asked questions
Do I need to create a QR code for each asset?
No. Every asset gets one when it is created. You only print it.
Can someone outside my organisation start an inspection from my label?
No. Guests may report an incident from asset or site posters when Guests can report is on, but they cannot start an inspection without an account.
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 layout is fixed.
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