Scan to start an inspection

Scanning the QR code on a machine takes the person standing in front of it straight to the inspection due today — not to a list of past inspections. Drivers, operators and technicians get the form in one step, and the record shows the inspection was opened by a scan.

What happens when you scan

1. Scan the QR code on the equipment or location, with your phone camera or the Scan QR button in the app.
2. FreeMaint finds the inspection that item owes for the current period and opens it.
3. If two templates apply, you pick from a short list. If none is set up, the page says so and points you to the templates.
4. Fill in the checklist and complete it as usual.

When the sticker is damaged

A label that is scratched, worn off or was never printed does not block anyone. Open the equipment page, go to the Inspections tab and use "Start today's inspection". You get the same form. The record then shows a manual start rather than a scan, which is the honest description of what happened.

What the record shows

When an inspection is opened by scanning, the run stores the code that was scanned and the moment it happened, and the PDF prints a "Scan check" line. This is a control and a dated record: it shows that a scan took place. It is not proof that anyone was physically present, because a printed code can be photographed.

Setting it up

1. Create an inspection template with the checkpoints you want to verify.
2. Open the template's schedule, choose how often it runs, and pin the equipment or locations it applies to.
3. Print the QR codes from each equipment page, or in bulk from the equipment list.
4. Give the people who will run inspections a role that includes the "run inspections" permission.

Tips

• Require a scan: on the template, turn on "Require a QR scan to start" so a run can only be opened at the machine. Someone who can edit templates may still override it for a damaged label, and the override is recorded with its reason.
• An existing barcode or serial-number plate already works — FreeMaint matches those too, so you can start before printing any stickers.
• Two people scanning the same machine at the same moment get the same inspection, never two.