How-To: QR Asset Tags Best Practices (CrewHero)
QR Asset Tags are simple to use—but applying them the right way from the start will save your team time, prevent confusion, and keep your asset data clean. Follow these best practices to get the most value out of CrewHero’s asset tracking.
1. Prep the Surface First (Don’t Skip This)
Before applying a QR tag:
- Clean the spot with isopropyl alcohol
- Let it fully dry
- Apply the QR firmly and press for a few seconds
A clean surface ensures the QR stays put through weather, vibration, and daily abuse.
2. ⚠️ Critical Rule: Never Assign QRs Before Applying Them
Do NOT assign QR codes before they are physically applied to an asset.
Assigning QRs ahead of time almost always leads to:
- Asset mix-ups
- Incorrect assignments
- Confusion in the field
- Time-consuming cleanup that is very difficult to unwind
Once QRs are pre-assigned, it becomes nearly impossible to know which physical sticker ended up on which truck or piece of equipment—especially when tagging multiple assets at once.
✅ Best Practice Order (Always Follow This)
- Apply the QR to the asset
- Scan the QR
- Assign it immediately in CrewHero
Rule of thumb:
3. Assign the QR Immediately After Applying
Once the QR is applied:
- Open your phone camera
- Scan the QR code
- You’ll be prompted to choose:
- Vehicles
- Equipment
- Trailers
- Find the correct asset in the database and assign the QR
⚠️ Important
- You must be logged into your CrewHero account
- Do not use a private/incognito browser (the assignment will fail)
4. Be Consistent With Placement (This Is Huge)
QRs work best when crews know exactly where to look—every time.
Pick one standard location per asset type and stick to it.
Examples
- Trucks: Inside, top-left corner of the windshield
- Skid Steers: Right-side window
- Blowers: Blower shroud
- Trailers: Front curb-side frame rail
Consistency = faster scans, fewer questions, and less frustration in the field.
5. Create a “Where-To Apply” Photo Guide (Pro Tip)
We strongly recommend:
- Taking photos of each QR placement
- Organizing them into a photo album by asset type
This becomes your internal visual guide for:
- New managers
- New mechanics
- Future fleet expansion
It also prevents “everyone does it differently” over time.
6. Store the QR Photo on the Asset Profile
After applying and assigning the QR:
- Take a photo of the QR on the asset
- Upload it to the asset profile in CrewHero
This helps with:
- Verification
- Training
- Remote troubleshooting
- Easy replacement if a tag is damaged
7. Reordering QR Tags
You’ll move through your first QR tags quickly—especially once the system clicks and you see it’s value.
When you’re running low:
- Let us know how many you need
- We’ll get more sent your way fast
Best Practice Summary
✔ Clean before applying
✔ Never assign before sticking
✔ Apply → Scan → Assign (every time)
✔ Standardize placement by asset type
✔ Use photos to document placement
✔ Store QR images on asset profiles
✔ Reorder before you run out
Done right, QR Asset Tags become se