Maintenance Requests use case

QR code maintenance requests for every machine at every location

A QR code maintenance request system puts a label on each machine. Anyone who spots a fault scans it with their phone camera, picks what is wrong, and the request arrives already tagged with the machine and the location. No app, no account, and no phone call to work out which site or which unit.

See plans and pricing See how it works

At a glance

Plan: Operations plan, $59 per location per month
Trial: 14 days free on your first paid plan
Reporting: Anyone scans a label with their phone camera. No app, no account.
Results: Reported per location, so sites can be compared fairly
Users: Unlimited equipment and technicians

The problem

Why this is hard today

Reports arrive without the details

"The machine by the window is broken" is not a work order. Someone has to call back to find out which site, which machine and what is actually wrong.

Front desks forget

A fault mentioned to a busy colleague is gone by the end of the shift. Paper logs get filled in late, or not at all.

Nobody knows if it was already reported

Three people tell three different staff members, or everyone assumes someone else said something and nobody does.

How it works

How QR code maintenance requests works with KudoTaps

Label the equipment

Each machine gets a numbered QR label. Add machines one at a time, import a spreadsheet, or print blank labels and name each one by scanning it.

Someone scans and reports

They see "Report a problem with [machine] at [location]", pick Out of order, Needs cleaning, Damaged, Safety issue or Something else, add a description if they want, and can attach up to 2 photos.

The right people get an email

The request lands in your dashboard tagged with the machine and location, and an email goes to that location and to the account owner.

The technician closes it from the same label

A signed-in technician who scans the label sees that machine's open requests and can mark "I am working on it" or "It is fixed" and add a note.

What you get

✓

Five problem types

Out of order, Needs cleaning, Damaged, Safety issue or Something else. Each request is sorted the moment it is sent.

✓

Photos from the person reporting

Up to 2 photos per report, so the technician sees the fault before they arrive.

✓

Contact details only if you want them

Each location decides whether to show a contact field. Leave it off and reports stay anonymous.

✓

Repeat reports are rate limited

One person scanning the same label over and over does not flood your queue.

✓

Staff can log faults too

Requests can also be raised from the dashboard, so phone calls and walk-up reports end up in the same list.

✓

Status and priority on every request

Open, In progress or Resolved, with Low, Normal or High priority and an assignee.

Industries

Who uses QR code maintenance requests

Gyms and fitness chains Hotels and hospitality Property and facilities management Restaurants and multi-site food Car wash chains Apartment and multifamily communities All industries ›

Frequently asked questions

Does the person reporting need an app?

No. They scan with their phone camera and a web page opens. No app, no account, no sign-in. It works in any phone browser.

How are we notified about a new request?

By email, to the location and to the account owner, and the request appears in the dashboard. There are no text messages or push notifications.

Does the person who reported it hear back when it is fixed?

Yes, if they left an email address. When the request is resolved as Fixed, Cleaned or Replaced, they get an automatic email saying so, and the activity log notes it was sent. Each location chooses whether the report form shows that field. Other outcomes, such as No fault found, send nothing.

What stops someone sending fake reports?

Repeat reports from the same scan are rate limited, and technicians can close a request as Not a real fault so it is on record.

Can it schedule routine servicing as well?

No. KudoTaps handles faults as they are reported. There is no preventive or scheduled maintenance, and no service calendar.

What happens if a label is damaged?

Each label carries a printed number as well as the code, so the machine can still be identified, and the label can be reprinted.

Run it at every location

Set up QR code maintenance requests at one location, run it for two weeks, and see what the numbers tell you. See how maintenance requests work or talk to us about 10+ locations.

See plans and pricing See how it works

Related use cases

More maintenance request use cases

Maintenance Requests

Asset tagging and equipment register

Numbered QR labels that build your equipment register as you stick them on, and take fault reports afterwards.

Maintenance Requests

Customer-reported equipment issues

Let customers, members, guests and tenants report broken equipment from their own phone, no app needed.

Maintenance Requests

Proof of repair photos

Report, before and after photos on every request, with the outcome and a timestamped log of who did what.

Maintenance Requests

Multi-site maintenance management

Every location's equipment, open requests and fix times in one account, compared fairly site by site.

Maintenance Requests

Equipment fix time tracking

Median fix time, the slow tail and the oldest open request, recorded on every job without a timesheet.

Maintenance Requests

Contractor and technician access

Give each technician or contractor access to only the locations they cover, and only to Maintenance.