Track Office Equipment using barcodes

How to Get Started with Office Equipment

What are the benefits of using office equipment tracking software?

Using office equipment inventory tracking software like Orca Scan helps your business take full control of its assets. By digitalising your asset management process, you can:

• Improve visibility of all office equipment across teams and locations
• Reduce costs by avoiding duplicate or unnecessary purchases
• Prevent theft and loss with accurate usage and location tracking
• Maintain detailed records for insurance, audits and compliance
• Stay compliant with office regulations such as PAT testing
• Minimise downtime through proactive maintenance tracking
• Boost productivity by eliminating time wasted searching for equipment
• Create accountability with transparent office asset tracking
• Enhance workplace safety with contact tracing solutions
• Scale as your business grows

How to track office equipment using barcodes

With Orca Scan’s office equipment tracking system, you can easily record and manage every asset using barcodes. Our office equipment inventory tracking software lets you scan each item, capture key details and update records in real time.

You can scan the barcode on each of your assets and add details like the condition of the item, who it’s issued to and where it’s located.

To get started:

1. Download the Orca Scan barcode app
2. Create a new sheet using the Office Equipment Template
3. Scan the barcode or Asset ID on each item
4. Select the asset type from the drop-down menu
5. Record the condition of the item condition
6. Assign the asset to a team member under ‘Issued To’
7. Save your updates and track all changes instantly

Can I use office equipment tracking software without barcodes?

Yes! With Orca Scan’s office equipment inventory tracking software, you can easily generate and apply barcode labels to items that don’t already have them.

Using the Barcode Label Designer to create labels in the web app, then view and scan them directly in the mobile app.

Manage Office Equipment allocation to employees

You can easily assign assets to team members and see who has what equipment at a glance. To assign equipment:

1. Scan the Asset ID
2. Select the team member from the Issued To drop-down menu
3. Save and close

How to unassign office equipment in Orca Scan

If your team member changes roles or no longer needs a piece of equipment, you can quickly unassign it to keep your records accurate. To unassign equipment:

1. Scan the Asset ID
2. Select Unassigned from the Issued To drop-down menu
3. Save and close

How to customise your office asset tracking with Orca Scan

Orca Scan office equipment inventory tracking software is fully customisable, allowing you to tailor your asset tracking for your organisational needs. You can:

• Add custom fields to capture extra details such as text, photos, GPS locations using our barcode scanner app
• Track historical changes for each asset with the History Log, including condition, assignments and locations over time
• Set up triggers to receive notifications for repairs, maintenance or low stock levels, ensuring your office equipment stays in top condition

What barcodes are compatible with this office equipment tracking software?

Orca Scan’s office equipment tracking software can decode and track a wide range of 1D, 2D and QR barcodes from Universal Product Code (UPC) to DataMatrix. Find a full list of supported barcodes here.

You can track assets using dedicated hardware scanners from Zebra, Datalogic and Honeywell or install the Orca Scan app onto your phone or tablet 🤳 This flexibility makes it easy to implement office asset tracking without investing in new equipment.