A maintenance request QR code that says where
Tenants, guests or staff scan the sticker on the broken thing, and the form already knows which machine or room it is.
A maintenance request QR code opens a short repair form with the location already filled in. Make one pre-filled form link per machine, room or door, print each code on a sticker there, and the person who finds the fault only describes it and adds a photo. Requests arrive in one list, sorted by place.
Reported in a minute
A tenant scans the sticker on washer WM-04 and the repair form opens with the machine already filled in.
How to set up repair reporting by scan
Build one short form
Location, what is wrong, a photo, how urgent and a contact for questions. Five fields fill in on a phone in under a minute.
Pre-fill the location
Most form tools make a pre-filled link, such as ?asset=WM-04. Make one link per machine or room, so nobody types the place.
Make the codes in bulk
Put the location IDs and links in a sheet and upload it to the bulk tool. Each sticker gets its own code and a readable ID under it.
Send it where work happens
Route answers to the caretaker's phone, the maintenance sheet or your work order tool, so a request does not wait in an inbox.
Worked example: a laundry room in a 40-flat building
- The stickers
- Each of six washers and four dryers carries a 3 cm code, the machine ID WM-01 to DR-04 and "Not working? Scan to report".
- The report
- A tenant scans WM-04, ticks "does not drain", adds a photo of the error code and submits. The caretaker gets it with the machine already named.
- The month after
- The sheet shows WM-04 reported four times, so the building replaces the drain pump instead of resetting the machine again.
Fixed or editable for repair stickers?
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Fixed QR code (static)
A fixed code holds the pre-filled form link itself. It is free, works for years and suits a building that keeps the same form tool.
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Editable QR code (dynamic)
Editable codes let you move to a new work order system without replacing stickers on every machine, and the scan counts show which places report most. From $9 a month after the 14-day trial.
Stickers that get used
Where the eye lands
Next to the controls or the door handle, at chest height. A sticker on the back of a machine is never seen when it fails.
Print the ID too
A readable ID under the code lets people phone in the fault when their battery is flat, and lets staff find the sticker.
Close the loop
Add an optional e-mail field and send a short "fixed" note. People report again when they see that reports lead somewhere.
Questions and answers
Before you print
- Is it free?
- Fixed codes are free: make as many as you like, download a PNG with no sign-up, and get every other format and print files with a free account. Editable codes come with a plan, a pass, Keep-alive or the 14-day trial.
- Can I change the link after printing?
- Yes, with an editable code. It holds a short link you control, so you can point the printed code somewhere new any time, and the next scan opens the new page. A fixed code keeps the link it was made with.
- Can I use my own domain?
- Yes. A custom domain is included on passes, from Starter, and during the trial. Starter covers one subdomain, for example go.yourbrand.com, and apex domains start on Pro.
- What happens if I stop paying?
- Editable codes work to the end of your paid period, and after a failed payment every code keeps working for 14 days. Turn codes back on within 12 months. Fixed codes keep working as long as their links do.
How do I pre-fill the location in the form?
Google Forms has "Get pre-filled link"; other tools take the field in the address, such as ?asset=WM-04. Make one link per place and one code per link.
Which fields should a repair form have?
Location, what is wrong, a photo, urgency and an optional contact. Each extra field costs reports, so leave out what you never use.
Can guests and tenants report without an account?
Yes, if your form allows public answers. Check by scanning with a phone that is not signed in to your work account.
What material should the sticker be?
Laminated vinyl for machines and doors, so it survives cleaning sprays. In wet rooms, use a polyester label rated for moisture.
How big should the code be?
3 cm reads well from arm's length. On a corridor sign read from two metres, use about 20 cm.
Can I see which machines break most?
Your form answers show reports per location ID. Editable codes add the scan count, which also catches people who scanned and gave up.
Every fault, with its place
Paste your first pre-filled form link and print a sticker for the machine that breaks most.