271 lines
11 KiB
Markdown
271 lines
11 KiB
Markdown
---
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tags:
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- eventkit
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---
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# Barcode & QR Scanning
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## Purpose
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Enable fast, accurate equipment tracking through QR code scanning. Every [[01 - Inventory Management|asset]], [[01 - Inventory Management#Cases & Packing|case]], and [[01 - Inventory Management#Warehouse & Locations|warehouse location]] gets a scannable code, powering workflows from check-out to stocktake to cross-company [[01 - Inventory Management#Sub-hire Management|sub-hire]].
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---
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## What Gets a Code
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| Entity | Code Type | Encoded Data | Printed On |
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| ---------------------- | ------------------ | ---------------------------------------- | ---------------------------------- |
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| **Individual Asset** | QR Code | URL → `https://{instance}/asset/{uuid}` | Durable label sticker on the asset |
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| **Flight Case** | QR Code | URL → `https://{instance}/case/{uuid}` | Case lid label / hang tag |
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| **Warehouse Location** | QR Code | URL → `https://{instance}/location/{id}` | Shelf / bay / rack label |
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| **Kit / Set** | QR Code (optional) | URL → `https://{instance}/kit/{id}` | Kit card / bag tag |
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| **Consumable** | Barcode (EAN/UPC) | Product ID or manufacturer barcode | Existing packaging or custom label |
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### Legacy Barcode Support
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Companies migrating to EventKit may already have existing barcode/label schemes. EventKit supports **dual scanning** — both legacy barcodes and new QR codes are recognised:
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| Feature | Description |
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| ---------------------- | ---------------------------------------------------------------------------- |
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| Legacy barcode import | Import existing barcode-to-asset mappings during onboarding |
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| Dual scanning | Scan either a legacy barcode or an EventKit QR code — both resolve the asset |
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| Gradual migration | No need to re-label everything at once; legacy barcodes remain valid |
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| Barcode format support | Code 128, Code 39, EAN-13, UPC-A, QR — any standard 1D/2D format |
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---
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## QR Code Design
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### Data Format
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Each QR code encodes a **URL** pointing to the owning instance:
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```
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https://inventory.company-a.com/asset/550e8400-e29b-41d4-a716-446655440000
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```
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### Why URLs?
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| Benefit | Description |
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| ----------------------- | --------------------------------------------------------------------- |
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| **Universal** | Any phone camera can scan it and open the asset page in a browser |
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| **Federation-friendly** | The domain tells any EventKit instance who owns the asset |
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| **App-aware** | A dedicated EventKit app can intercept the URL and handle it natively |
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| **Offline-capable** | The app can extract the UUID locally and sync the action later |
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| **Future-proof** | No proprietary encoding — standard URLs work forever |
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### Label Design
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```
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┌─────────────────────────────┐
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│ ┌───────────┐ │
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│ │ │ SM58-00142 │
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│ │ QR Code │ Shure SM58 │
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│ │ │ │
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│ └───────────┘ Company A │
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│ │
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│ ID: 550e8400... │
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└─────────────────────────────┘
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```
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Labels should include:
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- **QR code** (primary)
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- **Human-readable ID** (e.g. `SM58-00142`)
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- **Product name**
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- **Company name** (important for sub-hired equipment)
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- **Optional**: Barcode (Code 128) as fallback
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### Label Requirements
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| Requirement | Details |
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| ----------------- | ------------------------------------------------------------------------- |
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| **Durability** | Laminated or heavy-duty vinyl — must survive road use, rain, and handling |
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| **Size** | Minimum 30×30mm for QR code to ensure reliable scanning |
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| **Adhesive** | Strong permanent adhesive for assets; removable for temporary labels |
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| **Print quality** | Minimum 300 DPI for reliable scanning |
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---
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## Scanning Hardware
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| Option | Best For | Notes |
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| ----------------------------- | ----------------------------- | ---------------------------------------------------------- |
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| **Phone camera (PWA)** | Occasional use, small teams | Zero hardware cost, works on any modern phone |
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| **Phone camera (native app)** | Regular use | Better scanning speed, offline support, push notifications |
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| **Bluetooth barcode scanner** | Warehouse ops, bulk scanning | Pairs with phone/tablet — much faster than camera |
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| **Rugged handheld** | Heavy warehouse / outdoor use | e.g. Zebra TC-series — built-in scanner, drop-resistant |
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| **Fixed scanner** | Check-in/check-out desk | Mounted scanner at warehouse dispatch point |
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### Recommended Setup
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| Role | Device |
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| --------------------- | -------------------------------------------- |
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| **Warehouse staff** | Bluetooth scanner + tablet (mounted on cart) |
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| **On-site crew** | Phone app (PWA or native) |
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| **Office / planning** | Web UI (no scanning needed) |
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| **Dispatch desk** | Fixed USB scanner + desktop |
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---
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## Scanning Workflows
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### Check-Out (Dispatch to Event)
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```mermaid
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sequenceDiagram
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participant User as Warehouse Staff
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participant App as EventKit App
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participant API as API Server
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User->>App: Open Event Pull List
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App-->>User: Show items to dispatch
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loop For each item/case
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User->>App: Scan QR code
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App->>API: POST /scan/checkout {asset_uuid, event_id}
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API-->>App: ✅ Asset status → "Checked Out"
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App-->>User: ✅ Item confirmed on list
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end
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App-->>User: Pull list complete: 47/47 items scanned
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```
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### Check-In (Return from Event)
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```mermaid
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sequenceDiagram
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participant User as Warehouse Staff
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participant App as EventKit App
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participant API as API Server
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User->>App: Open Event Return
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loop For each returning item
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User->>App: Scan QR code
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App-->>User: Prompt: Condition? [OK / Damaged]
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User->>App: Select condition + optional note/photo
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App->>API: POST /scan/checkin {asset_uuid, condition, notes}
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API-->>App: ✅ Asset status → "Checked In" or "Damaged"
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end
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App-->>User: Return complete. 2 items flagged as damaged.
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```
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### Stocktake / Audit
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```mermaid
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sequenceDiagram
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participant User as Warehouse Staff
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participant App as EventKit App
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participant API as API Server
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User->>App: Start Stocktake for Location "Shelf B3"
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User->>App: Scan location QR code
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loop For each item on shelf
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User->>App: Scan asset QR code
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App->>API: POST /scan/stocktake {asset_uuid, location_id}
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API-->>App: ✅ Asset found at expected location
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end
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App->>API: POST /stocktake/complete {location_id}
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API-->>App: Report: 3 missing, 1 unexpected item found
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App-->>User: Stocktake discrepancy report
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```
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### Case Packing
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```mermaid
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sequenceDiagram
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participant User as Warehouse Staff
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participant App as EventKit App
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participant API as API Server
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User->>App: Scan Case QR code
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App-->>User: Show case contents (expected packing list)
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loop For each item going into case
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User->>App: Scan asset QR code
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App->>API: POST /scan/pack {asset_uuid, case_uuid}
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API-->>App: ✅ Item added to case
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end
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App-->>User: Case packed: 8/8 items ✅
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```
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### Sub-hire Receive (Federated)
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```mermaid
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sequenceDiagram
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participant User as Company B Staff
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participant B_App as Company B App
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participant B_API as Company B API
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participant A_API as Company A API
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User->>B_App: Scan QR code on received item
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Note over B_App: URL domain = company-a.com → federated asset
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B_App->>B_API: POST /scan/subhire-receive {url, condition}
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B_API->>A_API: GET /federation/asset/{uuid}
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A_API-->>B_API: Asset details (Shure SM58, SN: 00142)
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B_API->>A_API: POST /federation/asset/{uuid}/checkin
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B_API-->>B_App: ✅ Sub-hired asset received from Company A
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B_App-->>User: Show asset details + "Owned by Company A"
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```
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### Quick Lookup
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Scan any QR code outside of a workflow to instantly see:
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- Asset/case details (model, serial, owner)
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- Current status ([[01 - Inventory Management#Asset Lifecycle & Statuses|available, checked out, in repair]], etc.)
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- Current [[01 - Inventory Management#Warehouse & Locations|location]]
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- Current [[02 - Planning Module|event]] assignment (if any)
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- Condition notes
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- [[01 - Inventory Management#Maintenance & Testing|Maintenance]] due dates
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---
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## Label Printing
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### Built-in Label Generation
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| Feature | Description |
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| --------------------- | -------------------------------------------------------------- |
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| Single label printing | Generate and print a label for one asset |
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| Bulk label printing | Generate labels for a batch of assets (e.g. all new purchases) |
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| Case labels | Larger format labels for flight case lids |
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| Location labels | Labels for warehouse shelves/bays/racks |
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| Label templates | Customisable label layouts |
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| Export formats | PDF (for any printer), ZPL (for Zebra label printers) |
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### Label Printer Recommendations
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| Printer | Use Case | Label Width |
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| --------------------- | ----------------------- | ----------- |
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| **Brother QL-series** | Office / low volume | 12–62mm |
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| **Dymo LabelWriter** | Office / low volume | 19–54mm |
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| **Zebra ZD-series** | Warehouse / high volume | 25–108mm |
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| **Zebra ZQ-series** | Mobile / on-site | 48–72mm |
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---
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## Offline Scanning
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| Scenario | Behaviour |
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| ----------------------- | ----------------------------------------------------------- |
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| **No connectivity** | Scans are queued locally on the device |
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| **Weak connectivity** | Scans are queued and sent in batches when signal improves |
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| **Back online** | Queued scans sync to the server with original timestamps |
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| **Conflict resolution** | Server timestamps win; user is notified of any conflicts |
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| **Local asset cache** | App caches asset data for offline lookup after initial sync |
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---
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## Related Documentation
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- [[00 - System Overview]] — High-level system overview
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- [[01 - Inventory Management]] — Assets and cases that get scanned
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- [[04 - Federation Architecture]] — Scanning federated assets
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- [[07 - Technical Requirements]] — Hardware and deployment considerations
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