Documentation
QR Scanning & Usage Logging
Scan instrument labels. Log usage in seconds. Report issues from the floor.
Who is this for?
Quick Start
Three steps from label to logged usage.
Print & apply QR labels
Quality managers open the instrument record, preview or download the QR, then print a signed label PDF for the instrument.
Scan with any phone camera
Point your phone camera at the label. The scan landing page opens in your browser — no app required.
Log usage or report issues
Enter the batch or job reference, tap Log, and you're done. Under 10 seconds from scan to logged.
Status Colour Reference
| Colour | Status | What it means | What to do |
|---|---|---|---|
green | In Calibration | Calibration current. Due {date}. | Use normally. |
amber | Due Soon | Calibration due in {days} days. | Use — calibration coming up. |
red | Overdue | Calibration was due {date}. | QM approval required. Usage flagged automatically. |
Red (pulsing) | Out of Tolerance | Instrument found outside acceptable limits. | DO NOT USE. Contact your Quality Manager. |
blue | Out for Calibration | Instrument is at the calibration lab. | Cannot use. Awaiting return. |
grey | Retired | Instrument is no longer in service. | Not available for use. |
Print this page and post near workstations.
Scanning a QR Code
Point your phone camera at the QR label on the instrument. Your browser opens the scan landing page automatically — no app needed.
What you see
- A colour-coded status banner showing the instrument's calibration state.
- An instrument identity card with name, asset ID, location, and calibration dates.
- Action buttons: Log Usage, Report Issue, and View History. If the label is missing, your team can also use the manual lookup page.
Under 10 seconds from scan to logged.
Logging Usage
This is the core workflow. Every time you use a calibrated instrument, log the batch or job reference so there's a record of what the instrument touched.
Sticky job context
If you've logged usage recently, you'll see a prompt like "Still working on WO-4291?" — tap to confirm and log in one tap. The sticky context lasts 4 hours.
Tap "Different job" to enter a new reference.
Recent jobs
Your 10 most recent job references appear as tappable chips. Tap one to re-select it instantly.
Form fields
Batch / job reference (required)
Operator name, work area, product/part, and notes are optional. Tap "Add details" to expand.
If the instrument is overdue, an amber warning appears. Your usage is logged but flagged for QM review.
Success confirmation
A green overlay confirms the log: "LOGGED" with the instrument and job reference. Auto-dismisses after 2 seconds.
Reporting an Issue
If something is wrong with the instrument, report it directly from the scan landing page.
- Tap "Report Issue" below the status banner.
- Select one or more issue types: Damage, Drift Suspected, Label Missing, Label Damaged, Cannot Locate, Not Working, or Other.
- Optionally add notes and your name.
- Tap Submit. The quality team is notified automatically.
Viewing History
Tap "View History" to see a collapsible summary of the instrument's recent activity.
- Calibration events — the last 5 calibration certificates.
- Recent usage — the last 10 usage logs with job references and timestamps.
- Open issues — any unresolved issues reported from the floor.
When You Can't Log Usage
Some instrument states prevent usage logging. Here's what to do.
Out of Tolerance (red, pulsing)
The instrument failed calibration. Do not use it. Contact your Quality Manager immediately.
Out for Calibration (blue)
The instrument is at the calibration lab. It will return when calibration is complete.
Retired (grey)
The instrument is no longer in service. If you think this is an error, contact your Quality Manager.
Working Offline
Show
Working Offline
If you lose internet on the shop floor, your usage log is saved locally and syncs automatically when you reconnect.
- Scanning and logging work without an internet connection if the instrument data was cached.
- A banner shows "Saved offline — will sync automatically" when a log is queued.
- To prepare for offline use, scan your most-used instruments while you have a connection. This caches the data locally.
Troubleshooting
QR code won't scan
QR code won't scan
Clean the label surface. Ensure adequate lighting. Check that camera permissions are enabled in your phone settings.
Page shows an error after scanning
Page shows an error after scanning
The QR code may have expired. Ask your Quality Manager to regenerate the label from the instrument detail page.
Usage log didn't save
Usage log didn't save
Check your internet connection. If you were offline, the log is queued and will sync automatically when connectivity returns.
Status colour seems wrong
Status colour seems wrong
The status is based on the latest data in Calibration Vault. If it seems incorrect, contact your Quality Manager to verify the instrument record.
Frequently Asked Questions
Do operators need accounts?
No. Scan pages are public, and operators can also use the manual lookup page with their company slug or ID. Operator name is optional and entered manually.
Can I use a barcode scanner instead of a phone camera?
Yes. Any device that can read a QR code and open a web browser will work — including dedicated barcode scanners with browser capability.
What data is captured per scan?
Timestamp, device information (user agent), and the calibration status displayed. No personal data is captured without consent. Operator name is optional.
Does this work on all phones?
Any phone with a camera and a web browser can scan QR codes and use the landing page. No app installation required.
How long do signed QR codes last?
Signed QR codes have a configurable expiry. When a code expires, scanning still works but the trust level is reduced. Quality managers can regenerate labels at any time.
What about data privacy?
Operator name is completely optional. No login is required to scan and log. IP addresses are used only for rate limiting and are not stored in usage logs.
Need help?
If you're having trouble with QR scanning or usage logging, our support team can help.