Getting started with the web app

The web application acts as the central control panel for your barcode system where you can add users, configure devices, view data in real-time and manage integrations.

Orca Scan dashboard
Orca Scan dashboard


As soon as you sign in to your web account you will be creating your first sheet. You can immediately find the new sheet on your mobile device and test out the cloud connection.

Follow these steps to get started:

  1. Log in at
  2. Create your first sheet
  3. Find the new sheet in your mobile app
  4. Scan a barcode and refresh on the web to see the data
Preview of cloud sheets on web and mobile
Preview of cloud sheets on web and mobile

The rest of this guide goes into detail about adding users, customizing the entry fields, tracking activity, managing integrations and building out your barcode system.

Customizing fields

Configuring the entry fields is as simple as it looks. You can add a column and roll it out across hundreds of devices with just a few clicks.

You can use the entry field settings to require an entry, make fields read-only or hide fields altogether. Visit the field customization guide for all the details.

Adding users to sheets

Each user needs a unique email address ( You'll use it to add them to sheets and track their activity.

When adding users to your sheets you can give them different levels of permission that restrict what they can see and what actions they can take.

Sharing data in real-time

Cloud sheets are powered by cloud computing so hundreds of users in the field can collaborate, while administrators can view and report on the data in real-time.

Reports and audit logs

With the History log, all changes are traceable back to when, who, and what was changed. We log these details on every scan, change or edit.

Read more about producing audit trails and the benefits of traceability.


You can connect any Orca sheet directly to Google Sheets, Microsoft Excel, Power BI and many others using your Live Data Url or fully integrate with your existing systems using the Orca Scan API.

Showing the integrations between Orca Scan, Microsoft Excel and Google Sheets

Transfer a sheet

There are times when you might want to transfer ownership of an Orca sheet to another user, such as when a team mate leaves the company. To do that, simply right-click on the sheet tab and select transfer.

Please note: the user you're transferring the sheet to must have an Orca Scan account.

Transfer orca scan sheet screenshot
Transfer sheet screenshot

Duplicate a sheet

There are times when you want to start with a clean sheet, but without loosing all the data you have collected previously. To do this, you can simple copy the sheet by right clicking the sheet tab and selecting Duplicate.

Copy an orca scan sheet
Duplicate sheet menu

You will then have the ability to assign a new name, copy existing user and triggers etc.

Copy orca sheet options
Duplicate sheet options

Clear a sheet

You can clear all data and history from a sheet by right clicking on the sheet tab and selecting clear. However please note this is not reversible, all sheet data and history will be lost - a better option might be to duplicate the sheet.

Clear an orca scan sheet
Clear sheet screenshot

Best practices

1. Controlling data entry with field rules

Ensure high-quality data entry by applying rules to the fields like making them Required to be filled out, making them Read-only or hiding them altogether.

2. Using relevant field types

All fields have unique properties. By default, you have text, date, and quantity fields but there are many more custom fields like GPS, timestamps, drop-down lists and boolean fields. View them all here.

Next steps

Questions about the web application?

We're always happy to help, chat with us live or drop us an email.