Barcode & QR Scanning

Barcodes and QR codes speed up equipment lookup, stocktakes, and dispatch workflows. Instead of searching by name, scan a code to instantly pull up equipment details, availability, and rental history.

How Scanning Works

CloudRent Pro supports both traditional barcodes and QR codes. When you scan a code, the system:

• Reads the code using your device camera or a USB scanner

• Matches it to an equipment item or serial number

• Opens the record instantly for viewing or action

Supported Code Types

Code Type	Best For	Data Capacity
Code 128	Equipment SKUs, asset tags	Up to 48 characters
Code 39	Simple alphanumeric codes	Up to 43 characters
QR Code	URLs, detailed information	Up to 4,296 characters
EAN-13	Manufacturer barcodes	13 digits

Adding Barcodes to Equipment

Using Existing Barcodes

If your equipment has manufacturer barcodes or asset tags:

• Open the equipment item

• Click Edit

• Enter the barcode number in the Barcode field

• Save the equipment

Generating New Barcodes

• Open the equipment item

• Click "Generate Barcode"

• Choose the code type (barcode or QR)

• Print or download the generated code

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Tip: QR codes can link directly to the equipment's detail page in CloudRent Pro. This is useful for customer-facing labels where you want to provide specifications or safety information.

Printing Labels

CloudRent Pro can generate printable labels for your equipment:

• Select equipment items from the list (checkbox selection)

• Click "Print Labels" from the actions menu

• Choose label size — Small (asset tags), Medium, or Large

• Configure content — Include name, SKU, barcode, QR code

• Print to your label printer or standard printer

Recommended Label Printers

• Dymo LabelWriter — For adhesive labels

• Brother P-Touch — For durable laminated labels

• Zebra — For industrial-grade labels

Scanning Equipment

Using a USB Scanner

• Connect your USB barcode scanner

• Click into any search field in CloudRent Pro

• Scan the barcode — The code auto-populates

• Press Enter or wait for auto-search

Using Your Device Camera

• Click the scan icon next to the search field

• Allow camera access if prompted

• Point camera at the code

• Wait for recognition — The item loads automatically

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Note: Camera scanning works best with QR codes. Traditional barcodes may require better lighting or a dedicated scanner for reliable reads.

Common Scanning Workflows

Dispatch Verification

Before loading a delivery, scan each item to verify the correct equipment is going out:

• Open the rental

• Go to the Items tab

• Click "Scan Items"

• Scan each item — Matched items turn green

• Review any mismatches before dispatch

Returns Processing

• Click "Return Items" on the rental

• Scan returning equipment

• Check condition and note any damage

• Confirm return

Stocktake

• Go to Equipment → Stocktake

• Select location (or all locations)

• Scan items as you count

• Review discrepancies

• Submit stocktake

Tips for Barcode Success

🎯 Place Labels Consistently

Always put labels in the same location on similar equipment. This makes scanning faster.

📂 Use Durable Labels

For outdoor or rough-use equipment, invest in weatherproof or metal labels.

💰 Back Up Paper Codes

Store barcode numbers in CloudRent Pro. If a label is damaged, you can print a replacement.

📝 Test Before Deploying

Print a few test labels and verify they scan correctly before labelling your entire fleet.