{"id":676,"date":"2019-11-13T06:31:29","date_gmt":"2019-11-13T06:31:29","guid":{"rendered":"https:\/\/scanova.io\/blog\/qrbatch\/?p=676"},"modified":"2024-03-13T13:07:39","modified_gmt":"2024-03-13T07:37:39","slug":"qr-codes-for-maintenance-logs","status":"publish","type":"post","link":"https:\/\/qrbatch.io\/blog\/qr-codes-for-maintenance-logs\/","title":{"rendered":"How To Create QR Codes For Maintenance Logs: A Comprehensive Guide"},"content":{"rendered":"\n

Tracking and keeping updated with your staff is the topmost priority. And many times, you also have to keep records of maintenance activities. These include washroom cleaning, machine inspection and servicing, vehicle inspection<\/a>, and servicing.<\/span><\/p>\n\n\n\n

This could be for various reasons such as attendance tracking, efficiency check, or to identify challenges.<\/span> And for this, you generally create paper-based forms. These are to be filled by the respective maintenance staff at regular intervals.<\/span><\/p>\n\n\n\n

But, most of the time, the data is filled manually. So, respective personnel has to spend more time on paper filling alone. <\/span><\/p>\n\n\n\n

Plus, you would obviously need the sheets in bulk. This means a lot of printing costs.<\/p>\n\n\n\n

Another challenge is to actually collect and store the sheets after a certain time period (a week, a month, and so on).<\/span> This requires a lot of space and sometimes becomes cumbersome to handle.<\/span><\/p>\n\n\n\n

\n \n \"CTA\n <\/a>\n <\/div>\n \n\n\n\n

After all this, you still have to analyze the data. So, you are obviously looking for a solution to resolve these challenges. <\/span><\/p>\n\n\n\n

The best part is that there is a solution\u2014 QR Code technology. QR Codes<\/a> are advanced barcodes that can easily be scanned via a smartphone.<\/p>\n\n\n\n\n\n\n\n

And there is no need to be dependent on paper forms anymore. Create Google Forms instead and then further create Google Forms<\/a> QR Codes to manage tasks easily.<\/p>\n\n\n\n

Keep reading.<\/p>\n\n\n\n

A. Why use QR Codes for Maintenance logs<\/h2>\n\n\n
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\"Paper<\/figure>\n<\/div>\n\n\n

Here are two major reasons why you should use QR Codes for maintenance logs:<\/p>\n\n\n\n

1. Link unlimited information<\/h3>\n\n\n\n

QR Codes can link unlimited information. In your use case, you can easily link a Google Form in a QR Code.<\/p>\n\n\n\n

With QR Codes, you can easily collect and share accurate information for proper maintenance. This includes inspections tasks, bills, and follow-up workflow.<\/span><\/p>\n\n\n\n

2. Damage resistant<\/b><\/h3>\n\n\n\n

QR Codes can resist up to 30% damage. That means QR Code can scan well even after it gets damaged, distorted, or dirty by up to 30%.<\/span><\/p>\n\n\n\n

3. Readable from any direction<\/b><\/h3>\n\n\n\n

QR Codes can be scanned from any direction. For example, if a QR Code is printed upside down. It will still scan and show the encoded content to the end-user.<\/span><\/p>\n\n\n\n

4. Quick response time<\/strong><\/h3>\n\n\n\n

QR Codes can make maintenance work easier and faster. For example, say a machine requires maintenance. An operator can scan the QR Code attached to that equipment. On scanning, it will redirect him to a form to create a work request.<\/span><\/p>\n\n\n\n

In fact, QR Code can also help to provide additional information here. For example, repair history, maintenance manuals, and other important details. This can help save technicians\u2019 time and effort.<\/span><\/p>\n\n\n\n

5. Occupy limited space<\/h3>\n\n\n\n

QR Codes can encode large amounts of information and have a small size. Plus, you can print and paste them anywhere. You can also create QR Code labels<\/a> and print them in places that suit you best.<\/p>\n\n\n\n

All you need to do is to\u2014create a Google Form with the relevant information. And encode the link of the Google form in the QR Code.<\/p>\n\n\n\n

You can then paste a unique QR Code on each entity that needs to be maintained. For example, washroom, machine, and vehicle). Your maintenance staff will scan the QR Code during each maintenance and will be redirected to the Google form link. Here, they will enter the relevant information.<\/span><\/p>\n\n\n\n

You can then paste a unique QR Code on each entity that needs to be maintained (such as washroom, machine, and vehicle). Your maintenance staff will scan the QR Code during each maintenance and will be redirected to the Google form link. Here, they will enter the relevant information.<\/p>\n\n\n\n

This information will be automatically recorded in a Google Sheet. Thus, it will be possible to now analyze data easily.<\/p>\n\n\n\n

Hence, Google form QR Codes make it easy to track, analyze, and handle maintenance logs. All you need to do is create a Google Form and then encode the link of the form in the QR Code.<\/p>\n\n\n\n

Some users even go a step ahead to combine them with cloud-based checklist templates<\/a> for ease of document management.<\/p>\n\n\n\n

B. How to create Google Forms for maintenance logs<\/h2>\n\n\n
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\"Create<\/figure>\n<\/div>\n\n\n

Before proceeding to create QR Codes, you need to know how to create a Google Form. And here\u2019s how you can do it:<\/span><\/p>\n\n\n\n

a. How to specify questions<\/h3>\n\n\n\n

1. Sign-up for a Google account or go to the Google forms app.<\/p>\n\n\n\n

2. Choose a readymade template or start with a blank form.<\/p>\n\n\n\n

3. Now, you have to fill the following things:<\/p>\n\n\n\n

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  • State the form title and description<\/li>\n\n\n\n
  • Specify the questions<\/li>\n\n\n\n
  • Choose the type of questions you want to ask. For example, multiple-choice questions, short answer type<\/span><\/li>\n<\/ul>\n\n\n\n

    Note that the date and time of service input field are not required as Google Forms will automatically add this in the response sheet.<\/span><\/p>\n\n\n\n

    Your Google form with the questions will be created. You can also get a link to the form\u2014 click on <\/span>Send<\/span><\/i> on the right-hand side of your dashboard and select the URL icon. You can then copy the link.<\/span><\/p>\n\n\n\n

    b. How to get responses<\/h3>\n\n\n\n

    Once you create the form, go to responses and create a response spreadsheet. You will be able to see the responses of your maintenance staff here. Here, you can also see the time when your employees filled <\/span>out the form.<\/span><\/p>\n\n\n\n

    c. How to get a pre-filled link<\/h3>\n\n\n\n

    Let\u2019s say you need some of the input fields pre-filled in the form.<\/span><\/p>\n\n\n\n

    For example, say you need to create a form for washroom maintenance. And each washroom has a unique ID that helps you identify which one has been serviced. But many staff members don\u2019t remember the IDs. For such cases, you will need a pre-filled unique URL of the Google Form.<\/span><\/p>\n\n\n\n

    Here is how to get it:<\/p>\n\n\n\n

    1. Click on the three dots in the extreme right of your Google form dashboard.<\/p>\n\n\n\n

    2. Select the option of Get a pre-filled link<\/em>.<\/p>\n\n\n\n

    3. Specify the response you want to be pre-filled when your maintenance staff opens the form.<\/p>\n\n\n\n

    4. Once specified, click on Get Link<\/em><\/p>\n\n\n\n

    Your Google form link with the pre-filled response will be generated.<\/p>\n\n\n\n

    But now, since you have a pre-filled fields, the link of every Google Form will be different. But creating the pre-filled links one by one will be tedious if the number of washrooms is high.<\/span><\/p>\n\n\n\n

    So, how do you do it?<\/p>\n\n\n\n

    d. How to create unique links for each Google form<\/h3>\n\n\n\n

    Taking forward the example of washroom maintenance, you will need to fill the washroom unique code on every form. In other words, the pre-filled link of each form will be unique.<\/p>\n\n\n\n

    And since there are a number of washrooms, with each washroom having a unique code, the number of unique pre-fill links generated will also be multiple.<\/p>\n\n\n\n

    And you can easily create multiple unique links by following these steps:<\/span><\/p>\n\n\n\n

    1. Create a spreadsheet. The first column should be the unique code. And the second column should be the link to the google form. (the link of the first form you created with the pre-filled response)<\/p>\n\n\n\n

    2. Segregate the part of the link that will be common to all links i.e. the part of the link without the unique ID<\/p>\n\n\n\n

    3. Now, apply the formula CONCATENATE and specify the value of two cells that you want to merge. For example, the value of the cell in column A and row number 1 will be A1.<\/p>\n\n\n\n

    4. Your cell will merge and a link will be created. Now, vertically scroll the \u2018plus\u2019 sign on each cell to likewise create the number of links you want.<\/p>\n\n\n\n

    5. Paste the links under the column Google Form link on your spreadsheet.<\/p>\n\n\n\n

    This way, you can create multiple unique links to your Google forms.<\/span><\/p>\n\n\n\n

    And now, since you have to get QR Codes for Google Forms, the next step is to create QR Codes.<\/span><\/p>\n\n\n\n

    C. How to create QR Codes in bulk<\/h2>\n\n\n
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    \"Scan<\/figure>\n<\/div>\n\n\n

    Since you have Google form links in bulk, you need a bulk QR Code generator to create QR Codes in bulk. You cannot create QR Codes on-by-one.<\/p>\n\n\n\n

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