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QR Codes & Asset Tagging

QR codes provide instant access to asset information in the field. Scan with any smartphone to view details, start work orders, or update information.

Why Use QR Codes?​

Field Benefits​

  • Instant Access: Scan to view asset info
  • No Login Required: Public view option
  • Offline Support: Codes work without internet
  • Quick Actions: Start work order with one tap
  • Eliminate Errors: No manual lookups

Management Benefits​

  • Accurate Tracking: Always work on right asset
  • Service History: Complete records at point of service
  • Compliance: Prove work was done on specific asset
  • Efficiency: Save technician time

Generating QR Codes​

Individual Asset Codes​

  1. Navigate to asset detail page
  2. Click "QR Code" button
  3. Choose format:
    • Single label (2" x 2")
    • Sheet format (multiple per page)
    • Custom size
  4. Download PDF

Bulk Generation​

  1. Go to Assets list
  2. Select multiple assets
  3. Click "Actions" → "Generate QR Codes"
  4. Choose layout:
    • 30 per page (1" x 1")
    • 12 per page (2" x 2")
    • 6 per page (3" x 3")

QR Code Contents​

Each code contains:

  • Unique asset identifier
  • Direct URL to asset page
  • Works with any QR scanner
  • Embedded asset name/number

Label Design​

Standard Label Format​

┌─────────────────────┐
│  [QR CODE IMAGE]    │
│                     │
│  ASSET TAG: AC-001  │
│  Rooftop AC Unit 1  │
│  Scan for Info      │
└─────────────────────┘

Custom Information​

Add to labels:

  • Company logo
  • Emergency contact
  • Service phone number
  • Safety warnings
  • Compliance info

Material Options​

Choose based on environment:

  • Paper: Indoor, temporary
  • Vinyl: Weather resistant
  • Polyester: Chemical resistant
  • Aluminum: Extreme durability
  • Tamper-evident: Security

Applying QR Codes​

Placement Best Practices​

  • Visible & Accessible: Easy to scan
  • Protected Location: Away from damage
  • Multiple Labels: Large equipment
  • Consistent Position: Same spot on similar assets
  • Document Location: Note in system

Indoor Assets​

  • Eye level when possible
  • Near control panels
  • Away from heat sources
  • Protected from moisture
  • Consider cleaning areas

Outdoor Assets​

  • Weather-protected area
  • Under eaves or covers
  • Away from direct sun
  • Higher than snow line
  • Multiple backup labels

Vehicle Placement​

  • Inside door jamb
  • Under hood
  • Glove compartment
  • Near VIN location
  • Protected from car wash

Scanning QR Codes​

Mobile App Scanning​

  1. Open Clearwell app
  2. Tap QR scanner icon
  3. Point at code
  4. Asset page opens instantly

Native Camera Scanning​

  1. Open phone camera
  2. Point at QR code
  3. Tap notification
  4. Opens in browser

Scanner Features​

  • Works in low light
  • Handles damaged codes
  • Batch scanning mode
  • Offline code reading
  • History of scans

QR Code Actions​

For Technicians​

After scanning, technicians can:

  • View Details: All asset information
  • Start Work Order: Pre-filled with asset
  • See History: Previous work done
  • Add Photos: Document current state
  • Update Readings: Meter values, conditions

For Customers​

Public scan options:

  • Basic asset information
  • Request service
  • View maintenance schedule
  • Download documentation
  • Contact information

For Inspectors​

  • Access compliance records
  • View certifications
  • See inspection history
  • Submit inspection forms
  • Generate reports

Security & Privacy​

Access Control​

Configure what's visible:

  • Public: Basic info only
  • Authenticated: Full details
  • Role-based: By user type
  • Customer view: Limited info

Security Features​

  • Cannot modify asset ID
  • Audit trail of scans
  • Optional authentication
  • Encrypted QR data
  • Tamper detection

Privacy Settings​

  • Hide sensitive data
  • Limit customer view
  • Require login for details
  • IP restriction options

Advanced Features​

Dynamic QR Codes​

  • Update destination without new label
  • Track scan analytics
  • A/B testing options
  • Redirect based on user

NFC Tags​

Alternative to QR:

  • Tap instead of scan
  • More durable
  • Smaller form factor
  • Higher cost
  • Requires NFC phone

Hybrid Labels​

Combine multiple technologies:

  • QR code + Barcode
  • QR code + NFC
  • Human readable + scannable
  • Multiple languages

Label Management​

Tracking Labels​

  • Record print date
  • Track application date
  • Monitor replacement
  • Label inventory
  • Reorder alerts

Replacement Schedule​

  • Indoor: 2-3 years
  • Outdoor: 1-2 years
  • Harsh environment: 6-12 months
  • Vehicles: As needed
  • Check during service

Lost/Damaged Labels​

  1. Report in system
  2. Generate replacement
  3. Update if asset moved
  4. Apply new label
  5. Document change

Best Practices​

Implementation​

  1. Start small: Pilot with one asset type
  2. Train team: Scanning and benefits
  3. Quality labels: Invest in durability
  4. Standard locations: Consistency helps
  5. Document process: For new hires

Maintenance​

  • Check labels during service
  • Replace faded/damaged
  • Update if asset moves
  • Clean for scanning
  • Backup labels for critical assets

Optimization​

  • Track scan rates
  • Gather user feedback
  • Test label materials
  • Monitor failure rates
  • Continuous improvement

ROI & Benefits​

Time Savings​

  • 2-5 minutes per service call
  • Eliminate wrong asset work
  • Reduce callbacks
  • Faster inspections

Quality Improvements​

  • Accurate service records
  • Complete documentation
  • Compliance tracking
  • Customer confidence

Cost Benefits​

  • Reduced errors
  • Better first-time fix
  • Efficient routing
  • Warranty tracking

Troubleshooting​

Scanning Issues​

  • Clean the code
  • Better lighting
  • Try different angle
  • Update app
  • Check camera focus

Label Problems​

  • Fading: Replace with UV resistant
  • Peeling: Better adhesive needed
  • Damage: Protect location
  • Moisture: Laminated labels

Next Steps​