Track Equipment and Assets with a QR Code in monday.com

A construction company manages hundreds of tools, machines, and devices across multiple sites. Each item needs to be tracked for usage, maintenance, and movement between locations. Without a proper system, it’s easy for equipment to go missing, get misused, or skip scheduled servicing.

The Problem

Manual tracking is inefficient — Excel sheets, clipboards, or verbal updates lead to lost or outdated records.
No real-time visibility — Managers can’t easily tell where equipment is or who used it last.
Missed maintenance schedules — Without automatic tracking, servicing gets delayed, risking breakdowns.
Poor accountability — No clear audit trail of who used or moved an asset.

How QR Item Tracker Solves It

With QR Item Tracker, every equipment or asset gets a unique QR code linked to an item in monday.com. Here’s how it works:

Attach a QR code to each piece of equipment (e.g., power tools, laptops, vehicles).
When scanned, the QR code can:
- Open a form for check-in/check-out or issue reporting
- Log usage or update status (e.g., “In Use”, “Needs Maintenance”)
- Trigger automations to assign responsibility, update location, or start a timer
All actions are instantly logged in monday.com, giving you a full digital history.

Examples of Use

Field engineers scan tools when taking or returning them.
Warehouse staff scan equipment to log transfer to another site.
IT teams use QR to log hardware issues or schedule servicing.
Admins generate weekly reports on asset usage with up-to-date data.

Key Benefits

Real-time tracking of equipment location, status, and user
Reduce loss and theft by increasing visibility and accountability
Automate check-ins, check-outs, and service reminders
Centralized, searchable log of all asset activity in monday.com
Easy to use — scan with any phone, no extra apps needed
Branded and professional QR codes that match your organization

Industries that Benefit

Construction & Engineering
IT & Office Management
Warehousing & Logistics
Events & Production
Healthcare & Facilities Management

Step-by-Step Setup

Open Your Asset and Equipment Tracker Board

Start by accessing the monday.com board where you manage your equipment and assets. This board could include columns like:

QR Code File
Asset Name
Location
Assigned To
Status

Install QR Item Tracker Automations

Click on Automations > Add New Automation and search for QR Item Tracker.

You have two common automation options:

“When an item is created, generate a QR code and save it in this file. When QR is scanned, open this link.”
Best for: Directing users to a form to report issues, log usage, or update maintenance records.ting item details.

“When an item is created, generate a QR code and save it in this file. When QR is scanned, open this item.”
Best for: Opening the item directly from a mobile device to update columns like status, location, or notes — perfect for real-time tracking on site.

Configure QR Code Settings in the Board View

Go to the QR Item Tracker Board View to customize the QR code appearance.
Here, you can:

Change the color and style of the QR code
Add your company logo
Adjust size for labels or print-outs
Set display options for printed QR labels (e.g., asset name, etc)

This ensures your QR codes match your brand and are easily scannable in different environments.pany’s branding and visual style.

4. Print and Use Your QR Codes

Once generated:

Print the QR codes and attach them to your equipment (e.g., tools, laptops, machines)
Or download and insert them into digital documents and labels

When a team member scans the code:

It opens a form or the item directly
They can update the status, report an issue, or log movement

Use It For:

Tool check-in/check-out
Location tracking of mobile equipment
Maintenance logs and alerts
Real-time updates from field staff
Asset verification and audits

With QR Item Tracker, your physical assets are now fully connected to your digital workflows in monday.com — giving you total visibility and control, wherever your equipment goes.