Managing an IT inventory can be challenging, especially with a large number of assets. At some point, you might have found yourself opening multiple identical laptops just because you didn’t have the serial number from the one you needed at hand. This common issue can be efficiently solved with QR codes for Asset Management.If the picture we just painted resonates with you, QR codes will become your new best friends. The great news is that you can create and print QR code directly from InvGate Asset Management! You’ll be able to assign QR code asset tags to your devices and scan them to access all the information you need without using any external apps.
Sounds promising? Continue reading to find a step-by-step guide on how to use the QR code generator in InvGate Asset Management!
What is a QR Codes for Asset Management?
To kick off, let’s clarify what we mean by QR codes for Asset Management. Managing IT inventory is complex, especially when dealing with numerous assets. Imagine needing to identify a specific laptop, but all the devices look identical. Instead of opening each one, Asset Tracking QR codes offer a sleek solution by allowing quick identification and access to information through a simple scan.
With QR code asset tags, Asset Management becomes much more efficient. These codes enable you to link critical asset data directly to the physical equipment, making it easy to track, manage, and access relevant information. By integrating QR codes into your Asset Management software, you can significantly reduce the time spent manually searching for asset details.
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What exactly is a QR code?
A QR code, or Quick Response code, is a type of matrix barcode designed to store information in a machine-readable format. Unlike traditional barcodes, QR codes can hold more data, including URLs, product information, and asset details, making them incredibly versatile across various industries. A simple scan using a smartphone or a dedicated scanner can instantly decode the information embedded within the QR code.
These codes are widely used in different sectors and are particularly valuable in Asset Management. When assigned to an asset, a QR code provides direct access to the asset's complete profile, eliminating the need for manual searches or typing in long serial numbers. You can access all the asset details by scanning the QR code with a mobile device or a scanner.
Two types of Asset Tracking with QR Codes: Static and dynamic
When it comes to Asset Tracking with QR codes, there are two key types to consider: static and dynamic QR codes. Each type offers distinct functionalities and serves different purposes depending on the Asset Management requirements of your organization.
1. Static QR codes
A static QR code is fixed and unchangeable once created. This means that the information embedded in a static QR code is permanent and cannot be edited or updated. For example, if you generate a static QR code with an asset’s serial number or URL to its profile, that data will always remain the same. Static QR codes are ideal for assets where the information does not need to change frequently, such as non-technical assets like furniture or tools.
While static QR codes cannot be updated, they are still highly useful in Asset Tracking. By scanning the static QR code, you can instantly access the fixed information encoded in it. Moreover, static QR codes are typically free to create, making them a cost-effective solution for organizations that need a simple way to track fixed assets across multiple locations.
2. Dynamic QR codes
In contrast, a dynamic QR code offers flexibility and adaptability. The data behind a dynamic QR code can be changed or updated even after the code has been generated. This means that the URL or information linked to the QR code can be modified to reflect updated asset details, such as new locations, status changes, or maintenance records. Dynamic QR codes are useful in environments where assets are frequently moved, updated, or have fluctuating details, such as IT hardware, machinery, or vehicles.
For instance, if an asset moves to a new department or its maintenance schedule changes, a dynamic QR code can be updated without having to generate a new code. This flexibility ensures that Asset Tracking remains current and reduces the need for reprinting or reassigning codes.
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Benefits of QR Codes for Asset Management
1. Quick access to asset information
QR codes simplify access to asset details by allowing you to scan and retrieve information instantly. This speeds up the workflow, especially in situations where assets are being managed or troubleshooted remotely.
2. Improved accuracy in Asset Tracking
Manual data entry increases the risk of errors, which can lead to incorrect asset records. QR codes reduce human error by providing an accurate, automated method for accessing asset information.
4. Efficient inventory management
QR codes help streamline the inventory process by making it easy to locate, categorize, and manage assets, reducing the time spent on administrative tasks.
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5. Enhanced asset security
By assigning unique QR codes to assets, you create an additional layer of security, allowing you to track each asset’s usage and movements throughout its lifecycle.
What is QR code Asset Tracking?
QR Asset Tracking is the process of using QR code asset tags to monitor and manage the location, status, and details of assets in real time. By scanning a QR code attached to an asset, managers and IT staff can instantly view key data such as its current location, condition, and any associated maintenance or support tickets.
This method of tracking not only helps maintain accurate records but also improves the overall efficiency of your Asset Management process. With QR Asset Tracking, you can reduce the time spent searching for assets, ensure up-to-date records, and streamline maintenance tasks by having all the information readily available at your fingertips.
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Why you should use QR codes for Asset Tracking and Asset Management
As you know, having your IT inventory in InvGate Asset Management allows you to see all the information about your physical, virtual, and cloud assets in one place. Using QR codes is taking that extra step to link all that data to the asset itself. This means you won’t need to manually look for an asset, serial number, or any other code.
So, let’s say you're an InvGate Asset Management or InvGate Service Management agent. These are some of the ways you can benefit by using QR codes for Asset Management:
- If you receive a new computer request for a new member through InvGate Service Management, instead of opening boxes to discover the laptop that will best suit the employee’s needs, you’ll just scan the QR code and quickly access all the asset information stored in InvGate Asset Management.
- If you’re asked to visit another office, or are providing remote support, you’ll be able to use your mobile device (smartphone or tablet) to read the QR code of any asset that needs your supervision and obtain the details you require to solve the issue easily and quickly, thus improving your workflow and efficiency.
- QR codes are also great for distinguishing all those assets that look alike, such as chargers or headsets. By scanning the QR code, you’ll be able to see the data attached to each asset, and take proper action.
- Lastly, QR codes are also ideal for physical, non-trackable assets like chairs, keyboards, or even medical equipment. So, they’ll become an ally to do the check-in and check-out of this type of assets.
And now, it’s time to finally see how you can create and scan QR codes with InvGate Asset Management!
How to generate and scan QR codes for Asset Management on InvGate Asset Management
To generate and assign a QR code to your assets, you just need to do a couple of steps – regardless of the number of items you need to track.
First, go to the “Assets” menu on InvGate Asset Management and select which devices you want to assign a QR code to. Then, click the “Export” button and select “Generate selected QR codes,” as shown in the image above.
Once you select that option, you’ll be able to choose your preferred method and layout. If you have specialized software and thermal printers to generate the labels, you should go with “Export CSV.”
On the other hand, if you want to download them and print them using any type of printer, then you should opt for “Generate selected QR codes”. Both options will create the QR codes for each of the assets you first selected.
As for the layout settings, they’ll let you choose between “Auto adjust” – which will put the elements aligned taking advantage of the available space – or “One per line” – the best option for thermal printers.
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In either case, the code will be unique for each asset and will have the same format that includes the code itself and the ID number of that asset.
How to read QR codes with InvGate Asset Management?
You created the QR codes, printed them, and sticked them to their assets. Now, it’s time to use them. Insight lets you read QR codes in different ways, depending on whether you're using the web site or the mobile site.
- Reading QR codes from the web site - You’ll need a scanner to do it. Just position yourself on the search bar, and scan the code. The platform will interpret the dynamic URL as the profile of the asset to which it belongs.
- Reading QR codes from the mobile site - Here, you can access the asset information in two different ways:
- Through InvGate Asset Management’s search bar (once you select it, use the camera to scan the QR so the platform can take you to the profile).
- Through your cell phone's camera: as with any other QR, once you scan it, it'll open the browser and take you to the URL of the asset profile (remember that you have to be logged into your InvGate Asset Management account to be able to see it). Here, you'll be able to see the asset's profile, edit it at will, see if there's any open requests associated to it in InvGate Service Management, or create a new one.
- Through InvGate Asset Management’s search bar (once you select it, use the camera to scan the QR so the platform can take you to the profile).
Key takeaways
QR codes are an excellent way to attach assets’ information to assets’ themselves, providing you with easy access to the data and facilitating the work of the support team. And given the fact that you can create them directly from InvGate Asset Management, you won’t need to use third-party software or specialized hardware for printing.
You just need a couple of minutes to create the QR codes and assign them to as many assets as you’d like. Once they’re in place, you can read them with a scanner (if you’re using the browser application) or with your phone (if you’re on the move). By scanning them, you’ll be able to see the assets’ full profiles, facilitating the work of your support teams and optimizing incident resolution times.
Want to see it for yourself? Just get a 30-day free trial to test it! And don’t forget that later, you can turn that into your working instance, without losing data!
Frequently Asked Questions (FAQs)
1. What is a QR code in Asset Management?
A QR code in Asset Management is a machine-readable code assigned to physical assets. By scanning the QR code, you can instantly access detailed information about the asset, such as its serial number, specifications, and maintenance records, making Asset Tracking and Management more efficient.
2. How does QR Asset Tracking work?
QR Asset Tracking works by attaching a unique QR code to each asset. When scanned with a smartphone or scanner, the QR code links to the asset's profile, providing real-time access to its information, location, and usage history, allowing for better management and monitoring.
3. What are the benefits of using QR codes for Asset Management?
QR codes offer several benefits for Asset Management, including quick access to asset information, improved accuracy in tracking, efficient inventory management, and enhanced security by enabling the tracking of each asset throughout its lifecycle.
4. Can I generate and scan QR codes directly with InvGate Asset Management?
Yes, InvGate Asset Management allows you to generate and assign QR codes to your assets easily. You can also scan QR codes using a mobile device or scanner to access the asset's profile directly within the platform.
5. Can QR codes be used for non-technical assets like furniture or medical equipment?
Absolutely! QR codes are versatile and can be used to track non-technical assets like chairs, desks, keyboards, and even medical equipment. This makes check-in and check-out processes more efficient for all types of assets, whether they are physical or non-trackable.
