Scan a label
Scan the QR sticker or a serial number with the USB scanner, or type an Asset ID. On a phone, scan the sticker with the camera app to open the record directly.
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Register equipment
Scan the serial, add just enough detail to tell this unit apart, then save to get its QR label.
Inventory
Everything registered, by status.
| Asset ID | Type | Brand & model | Status | With |
|---|
Workstations
Monitors and accessory kits stay with the desk. Computers follow the person. An open desk has everything except a computer.
Print labels
Pick the labels to print. You get one PDF, one 2 × 1.25 in label per page, ready for the Arkscan. Filter by department to print one team's stickers for its team lead.
Arkscan printer setup (one time)
- Windows Settings → Printers → Arkscan → Printing preferences → add a paper size 2.00 × 1.25 in (width × height) and set it as default.
- Open the PDF and print with Actual size / 100%. Turn off "Fit to page".
- Print one test label first and scan it with a phone before printing a batch.
How we tag equipment
The rules the team follows so every count comes out the same.
Gets its own tag
- Desktop PCs and laptops
- Monitors
- Printers, including label printers
- Tablets
- Barcode scanners
- Docking stations
- Network gear: router, switch, access point
- UPS battery backups
- Workstations (the desk itself)
Rule of thumb: tag it if it has a serial number and would cost more than about $50 to replace.
Goes in an accessory kit
- Mouse, keyboard, webcam, headset, speakers
- HDMI / DisplayPort / USB-C cables, power cables
- HDMI splitter, USB hub, adapters
One kit tag per desk or per bag, with the contents listed. The kit stays with the workstation.
Not tagged: spare loose cables and consumables in the IT storage bins. Count those by bin instead.
Asset ID format
PD-LAPT-0001 = company · type · number. The number never gets reused, even after a unit is decommissioned.
Flashship equipment keeps its PD tag and is marked "Used by: Flashship (rented)".
New hire and departing employee
- Employee leaves: scan the computer → Check in. Back up, wipe or reset it, and tick the wipe box. The desk keeps its monitors and kit and becomes an open desk.
- New hire: scan a computer from storage → Check out → pick the person and their workstation.
- Monitors and kits stay with the desk. They only move when the desk is rearranged (Move) or when one needs to be replaced (Replace: pick a spare from storage; the spare goes to the desk and the old one comes back to storage or is decommissioned).
Staff self-registration
- Team leads sign in with the staff PIN → Register equipment.
- Windows PCs: run the one-line command on each computer. It sends the serial and specs with no typing.
- Everything else: one form per machine, with a photo of the nameplate.
- Admin checks each one in Pending → Register. Then print that department's labels (Labels → department) and hand them to the team lead.
Production equipment, leases, maintenance
- Production equipment has its own codes: DTG printers such as Kornit (DTGP), DTF printers (DTFP), UV printers (UVPR), sublimation printers (SBPR), cutters (CUTR), heat presses (HPRS) and other machines (MACH).
- Record owned or leased, the leasing company, end date and monthly payment. The register flags leases ending within 60 days.
- Record the service company, support phone and warranty end so anyone can call for service.
- Set maintenance every N days and use Log maintenance. Overdue machines show under Needs attention.
Equipment requests
- Staff sign in with the staff PIN and only see the request form. They scan the sticker on their device, pick what they need and how much it affects their work.
- Admin reviews in Requests: Start review → Approve or Decline → Ordered → Completed.
- Approved purchases: use Copy for Odoo to paste the 5W1H into the purchase request.
- When the replacement arrives, register and tag it first, then complete the request. The new unit is checked out to the person and the old one comes back to storage for wiping.
- Computers 5 or more years old show Due for replacement.
Decommission
- Never delete a real unit. Use Decommission with a reason: recycled, sold, donated, lost, stolen, damaged.
- Computers, tablets and printers with storage must be wiped or have the drive removed first.
- Remove or cross out the sticker. The record stays for audits.
Scanning
- Phone: open the camera and point it at the sticker. The link opens the record. Each phone asks for the team PIN once.
- USB scanner: click in the Scan box and scan. Works for QR stickers and manufacturer serial barcodes.
- Camera button: scans live inside the register. Android phones also read serial barcodes; iPhones read QR codes only.
- Photo: reads a code from a picture you take, as a fallback.
Request equipment or a fix
Tell Admin what's getting in the way. Scan the sticker on your computer so we know exactly which one it is.
Your requests on this device
Register your team's equipment
Send each computer, printer and machine to Admin once. Admin checks it, prints a QR sticker, and your team lead sticks it on.
Windows computers and laptops
Do this on each computer. It takes about 30 seconds and reads the serial number and specs by itself.
- On that computer, click Start, type PowerShell, and open it. No admin rights needed.
- Copy the command below, right-click inside the PowerShell window to paste it, and press Enter.
- Answer the 4 questions: staff PIN, who uses the computer, department, location.
- Green "Sent" means done. Write the reference number (INT-…) on a sticky note on the computer.
Easier: email this command to yourself, then open the email on each computer and copy it from there.
Pending registration
Equipment sent in by staff. Check each one, then Register it to give it an Asset ID and a label.
Requests
Replacement, repair and new-equipment requests from staff. Can't-work requests are listed first.