Maintenance Requests

How QR code maintenance requests work

Put a QR label on each machine. Anyone who spots a problem scans it and says what is wrong. Your technician gets the request with the machine and location, fixes it, and closes it with a photo.

See plans and pricing See the benefits
Example QR equipment label
#4
Treadmill
SCAN TO REPORT AN ISSUE
Report a problem
Treadmill #4
Downtown
Out of order
Needs cleaning
Damaged
Safety issue
Something else
Send report
New request7:15am
Belt stops after a minute
Reported by a member, 1 photo
Downtown#4 TreadmillOut of order
Step by step

How it works in 5 steps

From a sticker on the machine to an email telling the reporter it is fixed.

1

Label your equipment

Give every machine, room or area its own QR label. Pick whichever way is quickest for you:

  • Add machines one at a time, with name, make, serial number and a photo.
  • Import a spreadsheet of up to 500 rows.
  • Print blank numbered labels, stick them on, then scan each one and type its name.

QR asset tags: what to print and how ›

+
Add oneName, make, serial, photo
XLS
Import a spreadsheetUp to 500 rows at once
#
Print blank labelsStick on, scan, name it
2

Anyone scans the label and reports the problem

A customer, member, guest or staff member points their phone camera at the label. A web page opens. No app, no account.

  • They pick one of 5 problem types and can add a description.
  • They can attach up to 2 photos.
  • They can leave an email to hear when it is fixed, if the location shows that field.
Out of order Needs cleaning Damaged Safety issue Something else
Up to 2 photos. Email optional.
3

The request arrives with the machine and location

Nobody has to ask which machine or which site. The request is already tagged, and an email goes to the location and the account owner straight away.

To: Downtown, Owner
New request: Treadmill #4
Out of order. "Belt stops after a minute." 1 photo attached.
Downtown#4 TreadmillNormal priority
4

A technician claims it, fixes it and resolves it

A technician picks up the request and it moves to In progress with their name on it. When the work is done they add an after photo, pick how it ended (for example Fixed, Cleaned or Replaced) and resolve it. Every step is saved in the activity log.

Open› In progress› Resolved
Before
After
Claimed by Sam. Resolved as Fixed.
5

The reporter hears it is fixed

If the person who reported it left an email, they get an automatic "it's fixed" email when the request is resolved as Fixed, Cleaned or Replaced. Nobody has to remember to write back.

To: the person who reported it
Fixed: Treadmill #4 at Downtown
Thank you for letting us know. Treadmill #4 at Downtown has been fixed.

QR asset tags: what to print and how

What goes on each tag, what size to print, which materials survive cleaning, and how to tag a whole location.

Printing your QR asset tags ›
What happens next

Your maintenance dashboard

Every request feeds the dashboard, so you can see where things stand without chasing anyone.

✓

Open requests

What is open, what is in progress, and how long open requests have been waiting.

✓

Typical fix time

The median time from report to resolved, plus the slowest 10% of jobs.

✓

Machines that keep breaking

Equipment reported again within 30 days of a fix, so you can decide whether to repair or replace.

Maintenance dashboard

Example
9
Open
4
In progress
5h
Typical fix
2d
Slowest 10%
Keeps breaking
Treadmill #4, Downtown3 repeats
Ice machine #2, Riverside2 repeats

QR code maintenance request questions

Do people need an app or an account to report a problem?

No. They scan the label with their phone camera and a web page opens. It works on iPhone and Android.

How long does it take to label a location?

As long as it takes to stick the labels on. Print a batch of blank numbered labels, stick one on each machine, then scan each label and type the machine's name.

How is my team told about a new request?

By email. Each new request emails the location and the account owner, and whoever it is assigned to. There are no text messages or push notifications.

Can a technician see every location?

Only if you let them. A technician can see the whole account or only the locations you share with them. Contractors are set up the same way.

Does it schedule preventive maintenance?

No. There are no service schedules or recurring jobs. It handles problems people report, plus requests your staff add from the dashboard.

What does it cost?

Maintenance Requests are part of the Operations plan: $59 per location per month, with unlimited equipment and technicians. Your first paid plan starts with a 14-day free trial.

Keep reading

More about maintenance requests

Benefits of QR Code Maintenance RequestsWhat your team and head office get out of it.Read the benefits › Maintenance Requests overviewRequests, repair status, reports and technician access.See Maintenance Requests › QR code maintenance requestsReplace calls, texts and notes with one scan.Read the use case › Customer-reported equipment issuesLet the people using the machine tell you it is broken.Read the use case › Proof of repair photosBefore and after photos on every request.Read the use case › Printing your QR asset tagsWhat to print, which material and what size.Read the tag guide ›
All maintenance use cases Maintenance by industry Plans and Pricing

Start with one location

Label one location and see what breaks, where, and how long fixes take. $59 per location per month on the Operations plan, and your first paid plan starts with a 14-day trial.

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