Equipment Passports
Turn any piece of equipment into a scannable digital passport. Store manuals, service information and equipment details, receive fault reports and see when your equipment is being scanned.
How it works
Add a piece of equipment in your FreeQR dashboard — name, asset ID, make, model, serial number and status. FreeQR generates a QR code and a printable label with your equipment details (and your company logo, if you've added one), ready to attach to the machine.
Anyone who scans the QR — an operator, a technician, a hire customer, a site visitor — sees a clean, mobile-friendly passport page: equipment details, current status, service and inspection dates, and any manuals or documents you've chosen to make public. No app download and no FreeQR account required to view it.
Built for plant, machinery and fleet equipment
Equipment Passports work for anything with a physical presence you need to track: scissor lifts and EWPs, forklifts, generators, pumps and compressors, hire equipment, construction plant, facility and building services equipment, commercial cleaning machines, and fleet vehicles or trailers.
It suits construction companies, plant and equipment hire businesses, facilities and maintenance teams, warehousing and logistics operations, and commercial cleaning contractors — anywhere a technician, operator or maintenance team needs equipment information at the point of use, on their phone, without logging into a separate system.
Know when something needs attention
Set a status — Operational, Inspection Due, Service Due, Out of Service, Under Repair or Retired — and track last/next service and inspection dates. If equipment is marked Out of Service, the public page shows a clear, highly visible notice near the top. If a service or inspection date has passed, the page shows it's overdue.
This is an operational record-keeping tool for your own equipment information — it doesn't certify equipment as legally compliant or replace your statutory inspection and certification obligations.
Add mobile how-to-use instructions, not just a passport
Switch on Instructions for any piece of equipment and the public page can show numbered how-to-use steps, setup guidance, safety notes, common mistakes, an instructional video (YouTube or Vimeo), extra photos and a manual — all before a scanner ever sees the underlying asset record. Nothing is required beyond a name; add as little or as much as suits the equipment.
Gym and fitness equipment is a dedicated use case, with optional starter-content templates for common machine types — see Gym Equipment QR Codes.
Fault reporting, with an optional photo, straight to your dashboard
Anyone who scans the QR can report a fault — a description, an optional photo, and an optional name and contact — no account required. Fault reports land directly in your FreeQR dashboard against that piece of equipment, so a problem gets seen (and seen clearly, with a photo) without a phone call or a sticky note on the machine.
On the Business plan and above, a new fault report also emails the equipment owner automatically — no need to keep checking the dashboard.
Automatic service and inspection reminders (Business and above)
Business and Agency workspaces can turn on email reminders for upcoming and overdue service and inspection dates — sent as a date approaches, on the day it's due, and if it becomes overdue. Every Equipment-enabled plan, including Pro, still sees due-soon and overdue indicators directly in the dashboard; Business and above adds the email on top.
Manuals, documents and service history
Attach operator manuals, SOPs, maintenance records, inspection and service documents to each piece of equipment. Choose which documents and which service history entries are visible on the public page — private notes, costs and internal references are never shown publicly.
Many dedicated plant and asset-management platforms charge significantly more for this kind of equipment record-keeping — FreeQR builds it into the same QR platform you already use for everything else.
Bulk create or bulk update your whole fleet from a spreadsheet
Already track your equipment in a spreadsheet? Download FreeQR's CSV template, fill in your fleet, and import dozens or hundreds of items in one go — each gets its own QR code and passport automatically. You'll see a clear preview (with any invalid or duplicate rows flagged) before anything is created, so nothing gets imported silently or incorrectly.
Already created your equipment and just need to update details in bulk — locations, statuses, service dates? Switch the importer to update mode: it matches existing rows by asset ID or serial number and shows exactly what will change before anything is saved, without creating a single new QR code.
Your branding on every label
Add your company logo once in Settings, and it appears automatically on every Equipment Passport's printable label — no logo, no problem, labels fall back to your company name as plain text.
See how your equipment is being scanned
Every Equipment Passport gets the same scan analytics as any other FreeQR dynamic QR — total scans, recent scan activity and when it was last scanned — so you can see the QR is actually being used in the field.
Frequently asked questions
- Does the person scanning need an app or a FreeQR account?
- No — the passport page and fault reporting both work entirely in the phone's browser, with no account required to view or report a fault.
- What equipment is this for?
- Any physical equipment or plant you want to track — scissor lifts, forklifts, generators, compressors, power tools, hire equipment, facility assets, commercial cleaning equipment, fleet vehicles and more.
- Can I use QR codes for plant and machinery, not just small tools?
- Yes — Equipment Passports are commonly used for scissor lifts, EWPs, forklifts, generators and other construction or hire plant, as well as smaller equipment.
- Can staff report equipment faults by scanning a QR code, with a photo?
- Yes — anyone who scans the QR can submit a fault report with a description and an optional photo, with no account required. It appears in the owner's dashboard immediately.
- Can I bulk import equipment instead of creating each one manually?
- Yes — a CSV import tool lets you bring in dozens, hundreds or (across multiple files) thousands of items at once, with validation and a preview before anything is created.
- Can I bulk update equipment records from a CSV, not just create new ones?
- Yes — an update mode matches existing equipment by asset ID or serial number and shows a preview of exactly what will change, without creating any new QR codes.
- Can fault reports notify the equipment owner by email?
- Yes, on the Business plan and above — a new fault report sends an automatic email to the equipment owner. On Pro, fault reports still appear instantly in the dashboard, just without the email.
- Can QR codes send equipment service reminders?
- Yes, on the Business plan and above — automatic email reminders for upcoming and overdue service and inspection dates. Every Equipment-enabled plan sees due-soon and overdue indicators in the dashboard regardless.
- Can QR codes track inspection due dates?
- Yes — set a next-inspection-due date on any piece of equipment; the dashboard and (on Business and above) email reminders both reflect it, with a clear overdue indicator once it's passed.
- Can equipment QR codes show manuals and service dates?
- Yes — attach operator manuals, SOPs, and service/inspection documents, and track last/next service and inspection dates with a clear overdue indicator.
- Can I create QR labels for equipment with my own company logo?
- Yes — upload your logo once in Settings and it appears on every printed Equipment Passport label automatically.
- Does FreeQR certify my equipment as compliant or safe?
- No — Equipment Passports is an operational information and record-keeping tool. It does not certify legal or regulatory compliance, and it doesn't replace your own inspection and certification processes.
- Can I keep some information private?
- Yes — documents and service history entries are private by default. You choose exactly which ones appear on the public page; private notes, costs and internal references are never shown publicly.
- Can I duplicate equipment to add a similar item quickly?
- Yes — duplicating copies details like make, model, category and any instructions you've added, but never the serial number, asset ID, service history, fault reports or scan analytics, so you don't end up with mismatched records for a different physical item.
- Can the public page show how to use the equipment, not just its status and service dates?
- Yes — switch on Instructions for any piece of equipment to add numbered how-to-use steps, setup guidance, safety notes, common mistakes, an instructional video and extra photos. It's optional and reuses the exact same equipment record, QR code and scan analytics — see our dedicated Gym Equipment QR Codes page for the fitness use case.
- Which plan do I need?
- Equipment Passports — including Instructions, fault reporting, photos, service history, due-date tracking and CSV create/update — are included on FreeQR's Pro plan (A$12.99/month) and above. Automated email alerts for new faults and service/inspection reminders need the Business plan (A$29.99/month) and above.