QR codes and asset tags

When to use physical QR labels versus magic links for field access.

QR codes and asset tags — use cases

This guide explains why and when to use physical QR labels (asset tags) with Maintella. It is written for operators, facility managers, and customer success—not for API or admin reference. For setup steps in the product, see Asset Permanent Access URLs.

What is an asset tag?

An asset tag is a durable sticker (or on-screen QR) that encodes a short URL—for example https://mntl.at/YourCode. When someone scans it with a phone camera:

  1. They open Maintella in the browser (no app install).
  2. If the code is claimed, they reach a specific asset.
  3. Depending on how you configured that code, they may see the asset page, start maintenance work themselves, or go straight into a short public form.

Tags are permanent until you invalidate them. That is different from a Magic Link, which is tied to one assigned visit and expires with the task.

Three common patterns

Who: Dispatcher, service coordinator, or OEM remote engineer.
How: Create a task in Maintella and send the technician a Magic Link (email, SMS, or your contractor FSM).
Best for: Planned or urgent work where a specific visit must be tracked and tied to an assignee.

The technician does not need a pre-printed sticker. The link is time-bound and scoped to that task.

Example: A charging network operator assigns Replace DC contactor to a partner; the engineer receives the link, completes the workflow, and the visit is logged for SLA and invoicing.

2. Self-service on site (scan asset tag)

Who: Field technicians, contractors, or any enrolled engineer who arrives without a pre-assigned task.
How: Print asset tags from a batch, claim each code to the right equipment, and publish self-startable workflows. The technician scans the tag and chooses Start a New Task on the asset page.
Best for: Routine inspections, filter changes, visual checks, and reactive work where waiting for dispatch is too slow.

Example: An HVAC unit has a tag on the access panel. A contractor scans it during a site walk and starts Monthly visual inspection without calling the office.

Try a live demo: https://mntl.at/DEMO4K3Nuk (demo environment).

3. Public feedback (scan asset tag → user workflow)

Who: Visitors, drivers, site staff, or customers—no Maintella account.
How: Wire the tag to a published user workflow (e.g. Report an issue, Send feedback). The scan opens the form directly; submissions appear on the asset Feedback tab. No sign-in.
Best for: EV chargers, kiosks, public equipment, and any asset where you want a low-friction CTA on the hardware.

Example: A charger displays Something wrong? Scan to report. A driver submits a photo and description; operations sees it in Feedback within minutes.

Try a live demo: https://mntl.at/DEMO8kMr3q (demo environment).

How tags relate to workflows

What you wantWorkflow type in MaintellaHow the tag is used
Named technician on a scheduled jobMaintenance (assigned)Usually Magic Link, not a permanent tag
Any qualified tech starts routine workSelf-startableScan tag → asset page → Start a New Task
Anonymous report or feedbackUser workflowScan tag → form opens immediately

You can use both Magic Links and tags in the same network: dispatch for assigned jobs, tags for everything on the asset.

Rollout checklist (operators)

  1. Generate a batch of codes in Admin → Asset Access URLs.
  2. Export PDF labels and apply stickers (or show QR on a screen).
  3. Claim each code to the correct asset (on site by scanning, or in admin).
  4. Publish workflows — self-startable for technicians, user workflows for public forms.
  5. Optionally pre-assign a user workflow to a batch when printing dedicated feedback stickers.

Security and operations

  • Treat stickers like keys: place them where authorized people can reach them.
  • Invalidate a code if a label is lost, an asset is decommissioned, or you rotate access.
  • Multiple active tags per asset are supported (e.g. front panel and rear panel).

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