Use Cases & Workflows

Real-world scenarios and step-by-step solutions for common tasks.

Quick Barcode Generation

Scenario: You need a barcode quickly, no setup required.

Steps:

  1. Open SweepTag to Home screen (or skip setup wizard)
  2. Go to Codes tab
  3. Tap "+" button (New Barcode)
  4. Enter:
    • Name: What you're barcoding (e.g., "Box #1")
    • Value: What the barcode encodes (e.g., "BOX-001")
  5. Choose format: QR Code or Code 128
  6. Tap "Generate"
  7. Barcode appears instantly

Then:

  • Print: Tap print icon → Choose size → Select printer
  • Share: Tap share icon → Email/Message/Save
  • Done: No database setup needed!

Time: 1 minute

Print Barcode Labels and Share

Scenario: Generate barcodes and print them on labels.

Steps:

  1. Generate or select a barcode (see above)
  2. Tap print icon 🖨️
  3. Choose print options:
    • Size: Small (efficient), Medium (standard), or Large (easy scan)
    • Content: Barcode only, or include name/value/date
    • Copies: How many labels to print
  4. Select printer (AirPrint or network)
  5. Tap "Print"
  6. Labels print to thermal label printer or paper

Pro tips:

  • Use 4" × 6" thermal labels for best results
  • Medium size is standard for most assets
  • Barcode + Name is most useful for identification

Sharing printed barcode:

  1. Take a photo of the printed label
  2. Send via email/messaging

Sharing digital barcode:

  1. After generating, tap share icon 📤
  2. Choose: Email, Message, Save to Photos, etc.
  3. Recipient can scan the digital barcode with smartphone camera

Time: 2-3 minutes

Create a Personal Tool Library Inventory

Scenario: You have 100+ tools and want to track them.

Steps:

Part 1: Create Database

  1. Open SweepTag → Go to Home
  2. Tap "Add Database"
  3. Choose template: "Tools"
  4. Name it: "My Tools" or "Workshop Inventory"
  5. Tap "Create"

Part 2: Add Your Tools

Option A: Manual entry

  1. Go to Assets tab → Select your database
  2. Tap "+" button to add each tool:
    • Name: "Power Drill"
    • Category: "Power Tools"
    • Location: "Garage"
    • Condition: "Excellent"
    • Value: "$120"
  3. Repeat for all tools (or do in batches)

Option B: Import from spreadsheet

  1. Prepare a CSV file: 
    Name,Category,Location,Condition,Value
Power Drill,Power Tools,Garage,Excellent,$120
Hand Saw,Hand Tools,Shed,Good,$35
Ladder,Large Items,Garage,Fair,$75
  2. In Assets tab, tap "Import"
  3. Select your CSV file
  4. SweepTag imports all tools at once

Part 3: Generate Barcodes

  1. Go to Codes tab → Select your database
  2. Tap "Select All" (or select specific tools)
  3. Tap "Generate All" button
  4. Confirm format (QR or Code 128)
  5. Barcodes generate (progress bar shows)

Part 4: Print Labels

  1. Go to Codes tab → Files view
  2. Select all barcodes (or by category)
  3. Tap "Print All"
  4. Choose size (Small for efficiency)
  5. Print to label sheets

Part 5: Attach and Use

  1. Cut labels from printed sheets
  2. Attach to each tool
  3. Now you can scan tools for checkout/return tracking

Timeline: 3-4 hours (includes data entry)

Next steps: Use Scan barcodes for tracking to log check-outs

Barcode Lansweeper Assets

Scenario: You need to barcode your entire IT infrastructure via Lansweeper.

Steps:

Part 1: Connect Lansweeper

  1. In Lansweeper, go to Settings › API & Webhooks
  2. Create Personal Access Token (PAT) and copy it
  3. In SweepTag, go to Settings › Integrations › Lansweeper
  4. Tap "Add Connection"
  5. Paste your Lansweeper API URL and PAT
  6. Tap "Connect"

SweepTag auto-discovers all your sites and assets

Part 2: View Your Assets

  1. Go to Assets tab → Select "Lansweeper"
  2. Select a site from your authorized sites
  3. Browse all assets or search for specific ones
  4. Tap an asset to see full details (30+ data points)

Part 3: Generate Barcodes

For all assets:

  1. Go to Codes tab → Select Lansweeper › Your site
  2. Tap "Select All"
  3. Tap "Generate All"
  4. Confirm barcode settings
  5. All barcodes generate (can take 5-10 minutes for 1000+ assets)

For specific asset type:

  1. Go to Codes tab → Select Lansweeper › Your site
  2. Filter by type (if available) or search
  3. Select matching assets
  4. Tap "Generate Selected"

Part 4: Configure Barcode Encoding

Before generating, customize how barcodes encode:

  1. Go to Settings › Lansweeper › Barcodes link to
  2. Choose:
    • Asset Key (encodes unique ID)
    • Lansweeper URL (direct link to asset in Lansweeper)
    • Custom URL (your own system, e.g., https://inventory.company.com/asset/{id})
  3. Tap "Save"

Part 5: Print Labels

  1. Go to Codes tab → Files view
  2. You can now see barcodes organized by asset type
  3. Select all or select specific types (e.g., all Servers)
  4. Tap "Print All"
  5. Choose label size (Medium is standard)
  6. Print to your label printer

Part 6: Distribute Labels

  1. Attach barcode labels to physical assets
  2. Employees can now scan to see asset details instantly
  3. Barcodes link to Lansweeper for IT staff

Timeline: 1 hour setup + 2-3 hours printing & labeling

Scan Barcodes for Asset Tracking

Scenario: You generate barcodes and want to scan them to track assets.

Steps:

Part 1: Generate Barcodes (if not done yet)

See Create a Personal Tool Library Inventory or Barcode Lansweeper Assets

Part 2: Scan a Barcode

  1. Go to Scan tab in SweepTag
  2. Tap to open camera
  3. Point at any barcode (QR code, Code 128, etc.)
  4. App automatically:
    • Detects the barcode
    • Decodes it
    • Logs the scan with timestamp
    • Shows asset details (if in your database)

Part 3: Interpret Scan Results

The app shows:

  • Asset name (if barcode is linked to your system)
  • Barcode value (what was encoded)
  • Timestamp (when scanned)
  • Scan type (Asset, URL, Contact, Location, etc.)

Part 4: Log Asset Interactions

For tool library:

  • Scan when tool is checked out
  • Scan when tool is returned
  • Use scan history to track availability

For IT audits:

  • Scan to verify asset is physically present
  • Scan to check location matches records
  • Flag discrepancies for investigation

Part 5: View Scan History

  1. Go to Home tab
  2. See "Recent Scans" section
  3. View scan timeline (last 7 days)
  4. Tap any scan to see details

Or go to Scan tab → History to search older scans

Timeline: 10 seconds per scan

Export Barcode Data for Reports

Scenario: You need to generate reports or backup your barcode data.

Steps:

Export Barcodes as Files

  1. Go to Codes tab
  2. Select barcodes you want to export (or "Select All")
  3. Tap "Export" button
  4. Choose:
    • Format: PNG, JPEG, SVG, or PDF
    • Output: Single file or zip with all
  5. Tap "Export"
  6. Files download (can share via email, cloud, etc.)

Export Asset Data as CSV

  1. Go to Assets tab → Select your database
  2. Tap export icon 📊
  3. Choose CSV format
  4. Tap "Export"
  5. CSV file downloads

Then:

  1. Open in Excel or Google Sheets
  2. Analyze, calculate, or format as needed
  3. Use for reports, audits, or sharing

Export Scan History

  1. Go to Home tab → "Scans" or Scan tab
  2. Tap export icon
  3. Choose CSV or JSON
  4. Tap "Export"
  5. File downloads with scan data

Use for:

  • Audit reports
  • Compliance documentation
  • Team sharing
  • Data analysis

Timeline: 1-2 minutes per export

Set Up Multiple Teams/Databases

Scenario: Multiple teams need separate inventories (IT, Facilities, Warehouse).

Steps:

Part 1: Create Multiple Local Databases

  1. For IT: Home › Add Database › Template: "IT Equipment" › Name: "IT Inventory"
  2. For Facilities: Home › Add Database › Template: "Furniture" › Name: "Facilities Inventory"
  3. For Warehouse: Home › Add Database › Blank › Name: "Warehouse Items"

Part 2: Populate Each Database

  • Assign team members to populate their respective database
  • Each team adds its own assets, custom fields, etc.

Part 3: Generate Barcodes

  • Each team generates barcodes for its database
  • Organize by database (different folder structures per team)
  • Print team-specific batches

Part 4: Coordinate Scanning

  • Each team scans its own assets
  • Scan history is per-database
  • Separate reporting per team

Benefit: Multiple teams, one app, completely isolated data

Timeline: Depends on number of teams and assets

Migrate from Spreadsheet to SweepTag

Scenario: You have assets in Excel and want to use SweepTag.

Steps:

Part 1: Prepare Your Data

  1. Open your Excel file
  2. Ensure columns match SweepTag field names:
    • Required: Name (asset name)
    • Optional: Serial Number, Location, Owner, etc.
  3. Save as CSV (File › Save As › CSV format)

Part 2: Create Database

  1. In SweepTag, Add Database
  2. Choose appropriate template (or Blank)
  3. Add custom fields for any columns in your Excel

Part 3: Import Data

  1. Go to Assets tab → Select database
  2. Tap "Import"
  3. Select your CSV file
  4. SweepTag maps columns to your fields
  5. Tap "Import"

All assets imported!

Part 4: Generate Barcodes

  1. Go to Codes tab
  2. Select all assets
  3. Generate all barcodes

Part 5: Verify Data

  1. Browse a few assets in Assets tab
  2. Check that data imported correctly
  3. Make any corrections needed

Timeline: 30 minutes (including data prep)

Audit Assets Using Barcodes

Scenario: You need to verify that physical assets match your records.

Steps:

Part 1: Prepare

  • Ensure all assets have barcodes (or generate them)
  • Attach labels to physical assets
  • Bring mobile device with SweepTag

Part 2: Perform Audit

  1. Start at first location (e.g., Building A)
  2. Open Scan tab in SweepTag
  3. For each asset in the location:
    • Scan its barcode
    • Verify asset details match what you see
    • Note discrepancies (wrong location, missing, damaged, etc.)
  4. Continue through all locations

Part 3: Log Discrepancies

During audit, make notes:

  • "Asset A should be in Room 2, but found in Room 3"
  • "Asset B label is missing"
  • "Asset C is damaged"

Part 4: Generate Report

  1. After audit, go to Home tab
  2. View scan history (shows what was scanned)
  3. Export scan data as CSV
  4. Combine with your notes

Report shows:

  • All scanned assets (verified present)
  • Scan locations/times
  • Any missing assets (not scanned)
  • Discrepancies noted during audit

Timeline: Depends on asset count (1-2 hours for ~100 assets)

Create Barcode for Equipment Rental

Scenario: You're renting equipment and need to track rentals.

Steps:

Part 1: Create Database

  1. Add Database › Template: "Equipment Rental"
  2. Create fields:
    • Equipment name
    • Equipment type
    • Rental rate
    • Renter name
    • Rental start date
    • Rental end date

Part 2: Add Equipment

  1. For each item you rent:
    • Name: "Projector #1"
    • Type: "AV Equipment"
    • Rate: "$50/day"
    • Location: "Equipment Storage"

Part 3: Generate Barcodes

  1. Go to Codes tab
  2. Generate barcodes for all equipment

Part 4: Track Rentals

  1. When equipment is rented:
    • Scan barcode
    • Update "Renter Name" and "Start Date"
  2. When returned:
    • Scan barcode
    • Update "End Date"
    • Note condition

Part 5: Generate Invoice

  1. Export asset data as CSV
  2. Use in spreadsheet to calculate rental fees
  3. Send invoice to renter

Timeline: Depends on number of rentals

Common Troubleshooting Scenarios

See FAQ for detailed troubleshooting.

Next Steps