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User Stories & Personas

This document outlines real-world scenarios for different SweepTag users. Find your role and see how you'd use the app.

Persona 1: IT Asset Manager (Enterprise)

Profile

  • Name: Sarah
  • Role: IT Asset Manager for a 500-person company with 3 office locations
  • Current Challenge: Manual tracking of 2,000+ IT assets across Lansweeper; no barcodes for quick scanning
  • Goal: Barcode every asset, scan to verify location/owner, integrate with existing Lansweeper

User Stories

Story 1.1: "Generate barcodes for all existing IT assets"

As an IT asset manager
I want to generate QR code barcodes for all 2,000 assets in my Lansweeper instance
So that I can print labels, attach them to devices, and scan them during audits

How Sarah uses SweepTag:

  1. Installs SweepTag and connects her Lansweeper instance
  2. SweepTag auto-discovers all 3 sites and displays all assets
  3. In the Assets tab, taps Select, ticks the assets, and taps "Generate N barcodes" to create QR codes for all of them
  4. Barcodes link to the asset in Lansweeper (one scan = instant asset details)
  5. Prints thermal labels in bulk using her label printer
  6. Attaches barcodes to laptops, monitors, routers, etc.

Timeline: 30 minutes setup + 2-3 hours printing

Story 1.2: "Verify assets during physical audit using barcode scanning"

As an IT asset manager
I want to scan barcodes during a physical audit and confirm asset location/owner
So that I can quickly verify inventory and catch misallocations

How Sarah uses SweepTag:

  1. Opens the Scan tab on her iPad
  2. Walks through warehouse, scanning barcode labels
  3. App automatically logs each scan with its date and time
  4. After each scan, she can:
    • See full asset details (hostname, owner, purchase date, warranty)
    • Verify it matches the physical location (e.g., "This should be in IT Room 2, but I found it in Office 5")
    • Flag discrepancies for follow-up
  5. Views a 7-day scan history on the Home tab
  6. Uses the data to update Lansweeper or create audit reports

Timeline: 1-2 hours for a warehouse audit

Story 1.3: "Create custom field for barcode tracking and write values back to Lansweeper"

As an IT asset manager
I want to create a custom field in Lansweeper (e.g., "Barcode ID") and have SweepTag write barcode values back
So that my assets in Lansweeper are linked to their barcodes for future reference

How Sarah uses SweepTag:

  1. In SweepTag Settings › Integrations › Lansweeper, she taps Create custom field
  2. Names it "Barcode ID" (text field)
  3. SweepTag creates the field on the Lansweeper sites she selects
  4. When generating barcodes, she configures them to write back to "Barcode ID"
  5. Each barcode value is automatically stored in Lansweeper
  6. Lansweeper users can now see "Barcode ID" on every asset record

Timeline: 5 minutes setup, automatic write-back with each generation

Persona 2: Field Technician (Mobile Worker)

Profile

  • Name: Marcus
  • Role: Field technician deploying and supporting IT equipment at client sites
  • Current Challenge: No easy way to log where equipment goes; customer calls about "where's my monitor" go unanswered
  • Goal: Quickly scan assets to log deployments, condition, and hand-off

User Stories

Story 2.1: "Scan barcode on equipment arrival to log deployment"

As a field technician
I want to scan a barcode when I deliver equipment to a site
So that I have a timestamped record of what was installed and when

How Marcus uses SweepTag:

  1. At a customer site, he opens the Scan tab
  2. Scans the barcode on a laptop being deployed
  3. Scan is logged with a timestamp
  4. He can give the scan a name as a note (e.g., "Deployed to Marketing, 3rd floor")
  5. Later, customer calls asking "When was this installed?" → He checks his scan history
  6. All scans are also visible in the app's activity log (searchable by date/asset)

Timeline: 5 seconds per scan

Story 2.2: "Use offline barcode scanning on sites with no internet"

As a field technician
I want to scan barcodes and log asset interactions even without an internet connection
So that my work isn't interrupted by poor site connectivity

How Marcus uses SweepTag:

  1. Before visiting a customer site, he opens SweepTag to download asset data (auto-caches)
  2. At the site (no internet), he scans barcodes
  3. Scans are logged locally with timestamps
  4. Every scan is kept on his device — nothing is lost while offline
  5. Back at the office, the full history is there in Scan history, ready to review or export

Timeline: Automatic, seamless

Story 2.3: "Print portable barcode reference sheet to take on-site"

As a field technician
I want to print a list of barcodes for today's job and take it with me
So that I can refer to it on-site without needing constant app access

How Marcus uses SweepTag:

  1. Before his shift, he opens the Codes tab, taps Select, and ticks today's barcodes
  2. Taps Print — the print dialog builds a label sheet he can print (or save as a PDF)
  3. Takes the printed sheet on the job
  4. At each site, he can quickly cross-reference which barcodes he's expected to scan
  5. Uses his phone to scan and log them

Timeline: 5 minutes prep

Persona 3: System Administrator (Infrastructure Setup)

Profile

  • Name: Alex
  • Role: System Administrator managing Lansweeper and asset workflows for a managed services provider
  • Current Challenge: Customers ask for barcode solutions; no good options that integrate with Lansweeper
  • Goal: Deploy SweepTag across customer accounts, configure it for their workflows

User Stories

Story 3.1: "Set up barcode encoding rules for consistent asset identification"

As a system administrator
I want to configure how barcodes are generated (what data they encode, how they're named)
So that all my customer deployments follow a consistent standard

How Alex uses SweepTag:

  1. In Settings › Barcode, he configures:
    • Format: QR Code (for smartphone scanning)
    • Link type: Custom URL (e.g., https://assets.company.com/{assetKey})
    • Naming: Builds file names from required or unique-ID fields like "Name" + "Serial number" for file organization
  2. These settings become the default for all new collections
  3. When deploying to customers, he shares this config via a setup guide
  4. Each customer gets consistent barcode behavior across their fleet

Timeline: 10 minutes setup, applies to all future generations

Story 3.2: "Configure file structure for barcode organization"

As a system administrator
I want to organize generated barcodes into a virtual folder structure (grouped by asset type, department, etc.)
So that customers can easily find and manage their barcode files

How Alex uses SweepTag:

  1. In Settings › Barcode, he opens the collection's Barcode setup and configures:
    • Folders: Asset type (so Servers/, Workstations/, Printers/ appear as separate folders)
    • Name from: Name + Serial number (a unique-identifier field)
    • Format: PNG for printing
  2. When customers generate barcodes, they automatically organize into these folders
  3. Customers can browse the Files view to see all barcodes organized by type
  4. Makes it easy to print "all Printer barcodes" or "all Server barcodes"

Timeline: 5 minutes setup

Story 3.3: "Document barcode setup for customer onboarding"

As a system administrator
I want to generate setup documentation for customers
So that they can self-serve barcode generation and scanning

How Alex uses SweepTag:

  1. He creates a customer setup guide (using this documentation as a template)
  2. Instructs customers to:
    • Install SweepTag
    • Connect their Lansweeper instance
    • Use the Codes tab to generate barcodes
    • Print and attach labels
  3. Provides troubleshooting for common issues (printer not found, Lansweeper connection failed, etc.)
  4. Customers are up and running without support tickets

Timeline: 30 minutes first-time setup, then self-service

Persona 4: Hobbyist & Maker (Tool Library)

Profile

  • Name: Jordan
  • Role: Manages a community tool library with 300+ tools
  • Current Challenge: Tools disappear; no tracking of who borrowed what or when
  • Goal: Barcode every tool, scan check-outs, and prevent loss

User Stories

Story 4.1: "Create a tool library collection and barcode every item"

As a tool library manager
I want to create a local collection of all tools, generate barcodes, and print labels
So that members can check out tools and I can track what's borrowed

How Jordan uses SweepTag:

  1. Installs SweepTag and selects "Use SweepTag advanced" → Starter kit: Tools & machines
  2. The kit includes shared fields (Name, Serial number, Brand, Location, Condition, purchase info) plus ready-made tool types: Power tool, Hand tool, Machine, Safety equipment
  3. Adds all 300 tools:
    • Hand saw (Hand Tools, Shed, Good, $35)
    • Power drill (Power Tools, Shed, Good, $120)
    • Ladder (Large Items, Garage, Excellent, $75)
    • etc.
    • Already has the list in a spreadsheet? He can import it instead — Settings › Data › Import a collection accepts CSV or JSON files
  4. In the collection's asset list, taps Select, then Select all, then Barcodes to generate codes for all tools at once
  5. Prints labels and attaches them to each tool
  6. Now members can scan to check out

Timeline: 3 hours (includes data entry) — or minutes if he imports an existing CSV

Story 4.2: "Track tool check-outs using barcode scanning"

As a tool library manager
I want to scan tools when members check them out
So that I know who has what and can follow up on overdue items

How Jordan uses SweepTag:

  1. Member arrives with a tool to borrow
  2. He scans the barcode (app logs: date, time, tool name)
  3. He notes the member's name (manual note or future sync with checkout system)
  4. Later, if the tool hasn't been returned after 7 days, he checks the scan history
  5. He can see "Ladder was checked out by Sarah on July 22, not returned yet"
  6. He texts or emails Sarah as a reminder

Timeline: 10 seconds per check-out

Story 4.3: "Generate printable inventory report"

As a tool library manager
I want to export a list of all tools with their barcodes
So that I can print an inventory sheet and audit my collection

How Jordan uses SweepTag:

  1. In Settings › Data, he taps his collection and chooses Export CSV (or Export JSON)
  2. The file includes every tool's name, barcode value, type, and fields
  3. Opens it in a spreadsheet and prints a reference guide
  4. Periodically, he does a physical audit:
    • Walks through the tool library
    • Scans each tool's barcode
    • Compares scan history to what should be there
    • Identifies missing or misplaced items
    • Tidies up afterwards with the asset list's Filter & sort sheet — sorting by Last updated surfaces entries nobody has touched in a while, and the Missing a unique ID filter flags tools with a blank value in a field he's marked as a unique ID (such as a serial number)

Timeline: 10 minutes export + 2 hours audit

Persona 5: Barcode Enthusiast (Minimal Setup)

Profile

  • Name: Casey
  • Role: Wants to generate and print barcodes, no complex setup
  • Current Challenge: Needs a simple, fast way to create barcodes for various projects
  • Goal: Quick barcode generation without managing collections

User Stories

Story 5.1: "Generate a barcode for a single asset in 30 seconds"

As a barcode enthusiast
I want to quickly generate a barcode without creating a full collection
So that I can print it immediately

How Casey uses SweepTag:

  1. Opens the app to the Codes tab
  2. Taps Create → Standalone code
  3. Picks Text and types the value: "SHIP-1234567"
  4. Taps Save code
  5. The QR code appears under My codes, ready to print (standalone codes are always QR)
  6. Done in ~30 seconds

Timeline: 30 seconds

Story 5.2: "Print barcode labels to attach to parcels"

As a barcode enthusiast
I want to print high-quality barcode labels
So that I can attach them to items and scan later

How Casey uses SweepTag:

  1. Once, he sets his defaults in Settings › Printing — Label size Small, with the on-label text switched off so only the barcode prints
  2. Back on a barcode, he taps the print icon — the OS print dialog opens using those defaults
  3. Selects his AirPrint printer
  4. SweepTag lays out one label per page; to fit several on a sheet he uses the printer dialog's pages-per-sheet option
  5. Prints, then cuts and applies labels to packages

Timeline: 2 minutes for a batch of labels

Story 5.3: "Share barcode as an image or QR code"

As a barcode enthusiast
I want to share generated barcodes via email, messaging, or social media
So that others can scan them

How Casey uses SweepTag:

  1. After generating a barcode, he taps "Share" — the share sheet sends the code's encoded value as text
  2. For a scannable image, he taps the print icon instead and saves the label as a PDF from the print dialog
  3. He shares that PDF via email or messaging
  4. Recipient can scan the barcode with any smartphone camera

Timeline: 10 seconds

Persona 6: Enterprise Administrator (Multi-Site Lansweeper)

Profile

  • Name: Patricia
  • Role: Global IT administrator for a multinational company with 50+ Lansweeper sites
  • Current Challenge: Managing barcode generation across multiple regions; inconsistent practices
  • Goal: Standardize barcode workflows across all sites and regions

User Stories

Story 6.1: "Connect multiple Lansweeper instances and generate barcodes for all sites"

As an enterprise administrator
I want to add multiple Lansweeper PAT tokens (one per region or instance) and generate barcodes for all sites simultaneously
So that every office has consistent barcode coverage

How Patricia uses SweepTag:

  1. In Settings › Integrations › Lansweeper, she adds multiple connections:
    • "EMEA Region" (1,000 assets)
    • "North America" (1,500 assets)
    • "APAC Region" (800 assets)
  2. SweepTag shows all 3 regions' assets in one view
  3. She can batch generate barcodes for a specific region or all regions
  4. Barcodes are organized by site, making it easy to print region-specific batches
  5. All regions follow the same barcode standard (format, link type, naming)

Timeline: 30 minutes setup + 4 hours for all generations and printing

Story 6.2: "Automate barcode naming for compliance and consistency"

As an enterprise administrator
I want to configure how barcode files are named and organized
So that all regions follow the same naming convention for auditing and compliance

How Patricia uses SweepTag:

  1. In Settings › Barcode, she opens the collection's Barcode setup and sets:
    • Name from: Name + Serial number (fields must be marked required or unique identifier)
    • Folders: Asset type (Servers, Workstations, Printers, etc.)
    • File format: PNG
  2. Every generated barcode automatically follows this naming
  3. Example: "Workstation/ThinkPad_SN12345.png"
  4. Makes it trivial to find specific assets or generate audit reports

Timeline: 5 minutes setup, applies to all future generations

Story 6.3: "Generate audit trail of all barcode activity"

As an enterprise administrator
I want to see a log of when barcodes were generated, scanned, and modified
So that I have a complete audit trail for compliance purposes

How Patricia uses SweepTag:

  1. She can access:
    • Scan history: Every barcode scanned (date, time, value, and the linked asset) — via Home › Recent scans › See all or Settings › Scan History
    • Activity log: Exports, sign-ins, and API calls — via Settings › Advanced › Debug mode
  2. She exports the scan history for her IT audit team: in Scan history, she taps the share icon in the header → Export scan history → Export CSV (or Export JSON)
  3. Completes audit requirements without manual effort

Timeline: Real-time logging, on-demand export

Common Workflows Across Personas

Workflow: Barcode Lifecycle

Every user (regardless of persona) follows this pattern:

  1. Create (data entry or sync)

    • Create assets in local collection, OR
    • Connect to Lansweeper to access existing assets

  2. Generate (barcode creation)

    • Choose asset(s) to barcode
    • Select format (QR or Code 128)
    • Configure what the barcode encodes

  3. Label (physical attachment)

    • Print barcode labels
    • Attach to physical assets

  4. Scan (use)

    • Scan with smartphone or barcode reader
    • Every scan is logged with date, time, and the linked asset (add a name to a scan as a note)

  5. Track (audit)

    • View scan history
    • Generate reports
    • Identify discrepancies

Workflow: Collection Setup

All collection users follow this pattern:

  1. Create collection (local) or connect (Lansweeper)
  2. Define fields (local only) or use default Lansweeper fields
  3. Add assets (local only) or sync assets (Lansweeper)
  4. Generate barcodes for assets
  5. Print and deploy barcodes
  6. Scan and track asset interactions

Key Takeaways

  • SweepTag serves everyone: From enterprise administrators to hobbyists
  • Flexibility: Works with Lansweeper, local collections, or just barcode generation
  • Mobile-first: All workflows designed for on-the-go use
  • Offline-ready: Never blocked by connectivity
  • Scannable: Your barcodes work with any scanner or smartphone camera

Find your persona above and start with the relevant Use Cases guide!