Getting started with the Orca Scan web app

The Orca Scan 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.

The Orca Scan web application
The Orca Scan web application


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 some of the features available on the Orca Scan Web App.

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.

If you’re adding a user who doesn’t yet have an Orca account, just add them, and we’ll send them an invite to get them set up.

Customizing fields

Configuring the entry fields is as simple as it looks, and you can roll out your changes across hundreds of devices with just a few clicks.

Simply left-click on any existing column and choose ‘add column’. Give your new column a name, determine the data type and personalise the entry field settings before clicking ‘add’.

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.

… and that’s it!

Set up Data Sources

With Data Sources, you can pull information into multiple child sheets from one Master sheet of products, SKUs or items.

You can set this up by opening the Integration settings on the sheet you want to add the data source to. Using the drop down feature, select the sheets you want to query on scan.

Ensure the column names in your data source are identical to the column names that you want to pull data into, save and exit. Visit the data sources guide for all the details.

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.

Transfer a sheet

There are times when you might want to transfer ownership of an Orca sheet to another user, such as when a teammate 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 a sheet
Transfer a sheet

Duplicate a sheet

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

Duplicate a sheet
Duplicate a sheet

You will then have the ability to assign a new name, copy existing users and transfer existing history and triggers.

Duplicate 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 choosing ‘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 sheet
Clear sheet

Create Views

An Orca View acts as a virtual table, allowing you to combine the data from multiple sheets into one. You can add a view by clicking the + button in the bottom left corner.

Visit the views guide for all the details.

Create Triggers

Triggers allow you to add if-this-then-that logic to sheets.

Each trigger is made up of:

Click 'Triggers' at the top of the sheet
Click 'Triggers' at the top of the sheet

You just need to click Triggers at the top of the sheet and click Add trigger.

Read the Triggers guide for more information.

To generate barcodes on Orca Scan, simply right-click on any cell and select add row.

To print barcodes, select the type of barcode you’d like to print. Once you’re happy with your label format, click print labels and select the label type that best matches your labels.

We currently support Avery labels which can be used with a typical office printer and DYMO labels for use with the DYMO LabelWriter 450 thermal printer.

Find out more in the dedicated ‘how-to’ guide.

View assets on a map

Visualise the location of all your assets and inventory in real-time, including an entire audit trail of its journey.

Left click to add column
Left click to add column
Click 'GPS Location'
Click 'GPS Location'

You’ll need to add a GPS column, and once active the location (longitude and latitude) of the asset or inventory item will be captured each time its barcode is scanned.

To get more details on how to do this, go to our Asset Maps guide.

Best practices

1. Controlling data entry with field rules

Ensure high-quality data entry by applying rules to the fields like making them “Required”, “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.

To discover what else you can do using Orca Scan, or to find step-by-step directions on how to use some of our features, head over to our guides or get in touch and we’d be happy to help

Next steps

Ready to start scanning?