Equipment that explains itself
Stick a QR code on a machine and anyone standing in front of it can see how to use it, when it was last serviced and how to report a problem. That is an Equipment Passport.
Included in Pro, US$15/mo, cancel anytime · try the demo free
One code, one page per machine
An Equipment Passport is a public page attached to a single piece of equipment through its own QR code. The person scanning doesn't need an app or an account. They see the item's name and status, the manuals and documents you've attached, and its service history — and if something is wrong, they can report it on the spot.
It suits anywhere equipment is shared between many hands: hire and rental fleets, facilities and property teams, workshops and makerspaces, schools and labs, offices, warehouses and fitness rooms.
Instructions at the point of use
Most equipment questions are asked standing right next to the machine. How do I adjust this seat? What setting should I start on? Where is the safety stop? A passport can carry step-by-step instructions, images and a video link, so the answer is a scan away instead of buried in a binder in the back office.
Fitness rooms use it the same way: members scan a machine to learn the setup and the movement, which helps newcomers feel confident and frees up staff. See how it looks in the gym equipment demo.
Faults reported where they are found
When a machine breaks, the person who notices is rarely the person who fixes it. With a passport, they scan the code and describe the problem in a short form, so the report lands in your dashboard already tied to the exact piece of equipment — no guessing which treadmill or which drill press.
Each item keeps its own service history, so you build a record of what was done and when without a separate spreadsheet. On the Business plan and above, email alerts let the right people know when something needs attention.
Keeping the page current
Because the code on the machine is a dynamic QR code, you can update instructions, swap a manual or add a service entry at any time while the label stays exactly where it is. Use a durable label material that suits the environment — sweat, oil, outdoor weather and cleaning chemicals all take a toll — and place it where people can scan without reaching into moving parts.
Equipment Passports are part of Scansational's business solutions and are included on the Pro plan and above, priced in US dollars on the pricing page. If you only need a code that links to a manual, a free static QR code will do the job.
Frequently asked questions
- Do people need an app to view an Equipment Passport?
- No. Anyone can scan the code with their phone camera and the passport opens in the browser. No app or account is needed to view it or report a fault.
- Which plan includes Equipment Passports?
- Equipment Passports are included on the Pro plan and above. Email alerts are available on the Business plan and above.
- Can I use Equipment Passports for gym machines?
- Yes. Passports can carry setup steps, usage instructions, images and video links for each machine, so members can learn how to use equipment by scanning it. There is a live gym demo you can try.
- Can I change a passport after the label is attached?
- Yes. The label uses a dynamic QR code, so you can edit the instructions, documents and service history at any time without replacing the label.