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QR codes & labels

Put a scannable label on anything you manage — instant access to records, or a direct line for anyone to send you a message.

Overview

QR codes turn a physical asset into an entry point for its digital record. iMaintain gives each asset two different QR workflows: one for authorized users who need quick access to the asset record, and one for anyone who needs to send you a message without signing in.

Together, they help bridge the gap between the real world and your records. A sticker on a water heater, a label in a rental unit, a tag on a vehicle, or a card in a shared space can all route information back to the right asset.

Asset detail page showing generated QR codes and labels
Each asset can have both codes — generate one or both depending on how you use that asset.

The two QR codes

Asset label

The Asset label QR code is for authorized users. Scanning opens the full asset record — maintenance history, files, notes, schedules, and Copilot access — for anyone with workspace access.

Public message form

The Public message form QR code is for outside submitters. Scanning it opens a public form where someone can report a maintenance issue, incident, or feedback without logging in.

Use it when tenants, guests, contractors, family members, or community members need an easy way to send information about a specific asset.

Documentation sections

Physical label ideas

Good places for asset labels include:

  • Inside a utility closet near HVAC, water heaters, or panels.
  • On rental welcome sheets or appliance cards.
  • In a vehicle glove box or maintenance binder.
  • On pet care folders, carriers, or collar tag inserts.
  • On appliances, electronics, or tools — scan to pull up the manual, warranty, or service history on the spot.
  • On storage shelves, equipment, or valuable belongings.
  • In HOA, co-op, or community spaces where multiple people notice issues.

Why it matters

QR codes reduce searching and guessing. The person standing in front of the asset can open the right record or send the right message immediately. That means more complete history, nothing slipping through the cracks, and better records for future repairs, insurance claims, resale, and planning.