QR codes and labels

Every hardware asset carries a unique QR code that links to its record. Print it onto a label, stick it on the device, and anyone in your workspace can scan it with a phone camera to jump to the right place in the app. Use this guide to view a code, print labels for one or many devices, and understand where a scan lands.

The label points at the asset's tag, not a fixed page. The app routes the scanner by role, so the same printed label serves both you and the employee carrying the device.

:::note Before you begin

• You need an admin, IT-admin, or super-admin role. Label tools live under Hardware.
• You need at least one hardware asset in inventory. To add devices first, see Add a hardware asset.
• Have a printer ready, or a PDF reader if you want to save labels as a file.
• No need to assign a device first — codes generate on demand from each asset's tag. :::

View and download one asset's QR code

1. Open Hardware and select the asset.
2. On the asset page, find the Asset label card. It shows the QR code with the asset tag below it.
3. To save the code as a vector image, select Download SVG. The file downloads as <asset-tag>.svg and stays crisp at any print size.

tip

SVG is the right format for dropping a QR code into another document, a warranty sheet, or a label-printer template. For ready-to-print sheets, use the label designer below.

Print a label for a single asset

1. Open the asset and locate the Asset label card.
2. Select Print label. The label sheet opens in a new browser tab at medium size.
3. Adjust the size and print as described in Design and print the label sheet.

Print labels for many assets at once

1. Open Hardware to see the inventory list.
2. Select the checkbox on each row you want a label for. Use the Select all checkbox in the table header to take every asset on the page. For more on multi-select, see Bulk actions and import.
3. With at least one row selected, the bulk action bar appears above the table. Select Print labels. The label sheet opens in a new tab with every chosen asset laid out for printing.

note

The sheet starts at medium size and lists assets in asset-tag order. Switching the size keeps your whole selection.

Design and print the label sheet

The label sheet is a print-ready A4 preview. Each label shows the QR code, the asset name, the asset tag, the serial number and model (when on record), and your workspace name.

1. Choose a size from the switcher in the top toolbar:

   Size	Layout per page	Labels per A4 page	Best for
   Small	4 columns × 7 rows	28	Packing the most labels per sheet
   Medium	3 columns × 6 rows	18	The default balance of size and density
   Large	2 columns × 5 rows	10	The biggest, easiest-to-scan QR codes

2. Check the preview. On-screen page breaks match the A4 pages that print, so the page count in the toolbar tells you how much paper you'll use.

3. Select Print (or press Ctrl+P / Cmd+P).

4. In the print dialog, choose a printer and print, or choose Save as PDF to keep a file for archiving or a print shop.

tip

Keep one size across a batch so labels line up on adhesive label stock. Run a fresh print each time the selection changes rather than reprinting an older PDF, so the sheet always matches the assets you picked.

What happens when someone scans a tag

A scan opens the asset's link in a browser. The scanner must sign in to your workspace first; the app then routes them by role and assignment:

Who scans	Where they land
Admin, IT-admin, or super-admin	The full asset record — the same page you use to edit the device, manage its assignment, and read its history.
Employee, device assigned to them	Their own view of the device.
Employee, device assigned to someone else or nobody	Their hardware list, with the message That asset is not assigned to you — no one else's assignment is exposed.
Anyone not signed in	The login page, then forwarded to the asset automatically after sign-in.

This routing is why labels point at the asset tag instead of a fixed admin URL: one printed label works for the IT team and the employee, without leaking assignments.

note

A label printed before a device is reassigned keeps working. The tag stays the same, so the scan still resolves to the right record and routes the new holder to the right view.

Verify

• The QR code on the Asset label card matches the asset tag shown beneath it.
• The label sheet opens in a new tab and the toolbar reports the expected label count and number of A4 pages.
• Scan a printed label with a phone camera. As an admin, you reach the asset record; as the assigned employee, you reach your device view.

Troubleshooting

Symptom	What to do
The label sheet says no assets were selected	You reached the sheet without picking any rows. Return to the inventory, select at least one asset, then choose Print labels.
A scan shows "That asset is not assigned to you"	The scanner is an employee and the device is assigned to someone else or nobody. Assign the device to them first — see Assign and recover hardware.
A scan asks the person to sign in	Scan links require authentication. They sign in to your workspace and the app forwards them to the asset.
A scan returns "page not found"	The tag in the code no longer matches an asset, usually because the asset tag changed or the device was deleted. Reprint the label from the current asset record.
Labels overflow the page or look cramped	Pick a smaller size for dense sheets or a larger size for easier scanning, then reprint. The preview always matches what prints.

Related

Add a hardware assetCreate the record a QR code points at.Read →Assign and recover hardwareHand a device to a person and take it back.Read →Bulk actions and importSelect many assets and act on them at once.Read →