QR asset tags: scan the equipment, report the problem

A label with a QR code and a number. Anyone who spots a problem scans it and reports it in a few taps, and the report already says which machine and which location.

See plans and pricing See Maintenance Requests

QR asset tags are part of Maintenance Requests, on the Operations plan: $59 per location per month, unlimited equipment. 14-day free trial on your first paid plan.

No app

To report a fault

Numbered

Backup if damaged

Unlimited

Equipment

Scan to report
an issue#12

Samsung 55" TV

Downtown, lobby

Any phone camera Machine and location filled in

Definition

What is a QR asset tag?

A QR asset tag is a durable label fixed to a piece of equipment, carrying a QR code and usually a human-readable asset number. Scanning it opens a page tied to that specific item.

The big difference from a barcode label is who can use it. A barcode needs a scanner and trained staff. A QR code works with any phone camera, so a cleaner, a guest, a member or a cook can report a problem with the right machine without knowing its asset number.

Anatomy

What to put on a QR asset tag

Four things. Add more and the tag gets too crowded to read at this size.

#12

Samsung 55" TV

SCAN TO REPORT AN ISSUE

The QR code

Opens a page for this one item. Use error correction level H, a matte finish, and a clear border around the code.

The number

Big and easy to read. If the code gets damaged, people can still use the number.

The item name

A short name, so people know they have the right tag.

One instruction

Such as "Scan to report an issue". Without it, people do not know to scan.

Materials

What asset tags are made of

The material decides how long a tag lasts. The glue decides whether it stays on.

Material	Lasts	Best for	Notes
Anodized aluminium	20+ years	Outdoor, solvents, abrasion, plant rooms	The print is sealed under the surface, so it cannot scratch off. The most expensive option and the toughest.
Metalized polyester	Several years indoors	Most equipment, indoors, on any surface	The classic silver asset tag at a fair price. Stands up to cleaning chemicals. Choose matte, not gloss.
Destructible vinyl	Until someone picks at it	Theft deterrence, leased equipment	Breaks apart if someone peels it off, so tampering is obvious. Not built to last.
Laminated paper	Weeks to months	Trials, offices, low-contact items	Fine for a trial. It will not survive regular cleaning.

Use the right glue, or tags will peel

Most commercial equipment is powder-coated steel or textured plastic. Standard label glue often lifts at the corners on those surfaces, so use a high-tack adhesive. Glue also takes 24 to 72 hours to fully set, so tell whoever applies the tags not to pick at the edges on day one.

Scannability

Why metallic tags sometimes fail to scan

Usually the shiny finish is the problem, not the code.

Gloss causes glare

A shiny silver tag reflects ceiling lights into the phone camera. Choose matte.

White behind the code

Print a white patch under the QR code. You keep the metal look and get black-on-white contrast where it matters.

Error correction H

Still scans with about 30% of the code damaged, so a scratched or greasy corner is fine.

Keep a clear border

Leave empty space around the code. A logo or frame crowding it can stop it scanning.

Sizes

How big a QR asset tag should be

A QR code scans from about ten times its own width away, so a small code works for equipment you walk up to.

1.5 × 1″

Small

Code and number only. For equipment with little flat space.

2.5 × 1″

Standard

Code, number, name and instruction. Fits common label sheets.

4 × 2″

Large

Readable across a room. For big or hard-to-reach equipment.

≈ 8″

Scan distance

For a 0.8″ code. That is arm's length, which is how people scan equipment.

Your account prints the standard 2.5 × 1″ size on your own printer. For small or large tags, we can print them for you, priced per job.

Numbering

How to number asset tags

✓

Number by location

Each location starts at #1, so numbers stay short and easy to say.

✓

Never reuse a number

Once #45 is retired, keep it retired. Otherwise an old tag can end up pointing at the wrong machine.

✓

New location, new number

When equipment moves to another location, it gets a new number there.

✓

A backup if the code is damaged

If a tag is wrecked, someone can still read the number and look the item up.

Deployment

How to tag a location with KudoTaps

No spreadsheet of equipment to build first. Stick the tags on, then name each one by scanning it.

Print tags

They come out numbered and ready.

Stick them on

One on each piece of equipment.

Scan and name

Scan a new tag and type what the machine is, while you stand in front of it.

Ready to use

Anyone who scans it can now report a problem.

More detail: how to build an asset tagging system and equipment register, and how QR code maintenance requests reach your team.

QR asset tag FAQ

What is a QR asset tag?

A durable label on a piece of equipment carrying a QR code and usually an asset number. Scanning it opens a page tied to that one item, so anyone can report a fault without typing in an asset number. A signed-in technician who scans it sees that machine's open requests.

Do people need an app to scan one?

No. Any phone camera opens a web page. Nothing to install, no account, no sign-in. Only your own staff and contractors sign in.

Will they survive cleaning chemicals?

Metalized polyester and anodized aluminium will. Paper will not. A tag that falls off means nobody can report problems with that item, so it is worth buying good labels.

What happens if a tag is destroyed?

The printed number is the fallback, so the item can still be found. Reprint a tag for one item or for a whole location.

Can we tag equipment outdoors?

Yes, with anodized aluminium or an outdoor-rated polyester. We can print and install them for a fee; tell us where they are going when you ask for a quote.

Can we print them ourselves?

Yes. KudoTaps prints 2.5 x 1 inch labels, three across, up to 400 at a time, to print yourself, or we can print durable tags, ship them and install them for a fee.

Can we import an equipment list we already have?

Yes. Import up to 500 rows from a spreadsheet, add machines one at a time, or print blank numbered labels and name each one by scanning it.

Can tags trigger scheduled maintenance?

No. KudoTaps has no service schedules or recurring jobs. Tags are for reporting problems and tracking the repair.

What does it cost?

QR asset tags are part of Maintenance Requests, on the Operations plan: $59 per location per month, with unlimited equipment and technicians. Your first paid plan has a 14-day free trial. For 10 or more locations, talk to us for a quote.

Tag your first location

Print your tags, stick them on, and start getting problem reports with the machine and location filled in.

See plans and pricing Ask about printed tags