How to set up your QR codes & barcodes in 7 easy steps
setup qr & barcode EN

How to set up your QR codes & barcodes in 7 easy steps

Are you looking for tips on how to set up QR codes and barcodes?

Setting up QR Codes or barcodes for your equipment can be a big step-up for your business. They allow you to track your equipment and related costs with much more accuracy, giving each piece of equipment a unique identity and logging in a trackable history of use.

When starting off with setting up QR codes or barcodes, there are many choices to make to ensure your codes will withstand the test of time and work efficiently for the crew to quickly scan items in and out of the warehouse. There's nothing worse than wasting time with codes that are difficult to scan due to size or damage.

The following steps will help you to optimize this process and provide insight into how to implement codes properly from the get-go.


1.  Choose QR Codes over Barcodes
2.  Start scanning on mobile, upgrade later
3.  Choose a label material that will last
4.  The shorter the codes the better
5.  Let your environment dictate the size
6.  Don't sweat it: get them printed for you
7.  How to print QR codes and barcode labels
How to create a QR code?
Best QR code generators



1. Choose QR Codes over Barcodes

The age-old question. Well, there is no one-size-fits-all - it truly depends on your needs. Some users use barcodes, while others use QR codes. There is a time and place for each, and it is up to you to decide what to use.

However, at Rentman, we generally recommend QR codes as they:


QR Codes Barcodes
They can hold more information (up to 2.500 characters) They are limited in terms of how much information you can store (up to 25 characters)
They are square and can be printed in smaller dimensions They will always be longer and difficult to scan if printed in smaller dimensions
They can scan easier and faster, even when worn off, as devices can recognize them even if they have missing elements Barcodes take more milliseconds to scan and, if torn or worn off, most devices won’t be able to recognize them
They can be scanned by any device, such as your regular smartphone They cannot be scanned by most smartphones, which means that you have to purchase specialized hardware

There is an exception to the rule: cables. Thin and rounded surfaces just don’t work as well with QR codes, whereas barcodes can work much better. That said, many won't need to track cables individually, and QR codes will do just fine for bulk purposes.

If you want to take your warehouse to the next level, we recommend tagging your cables with RFID tags. While RFID technology is more expensive than QR or barcode tracking, it does come with a series of advantages, such as increased visibility and traceability of your assets. This is especially useful for cables, which we all know they get lost quite easily.

Want to know more about the pros and cons of QR vs. barcodes? You can read more here: QR vs barcodes: what should you use for your AV equipment?

Interested in RFID tracking? Our RFID report gives you all the ins and outs of implementing this technology in your AV warehouse.



2. Start scanning on mobile, upgrade later

To begin with, you can scan codes using your own phone camera. Simply open your camera app, point it to a QR code and voilà! Most modern smartphones will be able to take you to the attached link. Scanning with your phone is budget-friendly, and it also means that you have a scanner at hand everywhere you go.

QR codes can easily be attached to your inventory as well. You can create QR codes for serialized equipment on most inventory management systems, such as Rentman. Did you know that you can also scan QR codes of serialized items directly on the Rentman Mobile App? The app can automatically detect inventory in the Rentman database, once their serial codes are connected to QR codes.

However, using your smartphone also comes with its own limitations. For example, most of us have dealt with a cracked screen, poor battery life or slow performance on our phones. Because of potential unreliability, along with extra tasks you may need to do on your phone, mobile devices may not be the best option for those doing a lot of scanning.

Down the line, using a dedicated scanner allows for faster scanning of codes and also has dedicated scanning functions, making it a lot more efficient than using a mobile phone camera.

We recommend Zebra scanner models TC21 & TC26 as these run on an Android operating system and can download the Rentman Mobile App directly onto the device. Zebra scanners are also made to withstand a hard life, meaning you can drop them, use them in the rain or extreme temperatures, and they are still good to go!



3. Choose a label material that will last

QR codes are given four different levels of “error correction codes” or ECC for short. The higher the ECC level, the more readable the code is, even when damaged or covered. The QR codes generated by Rentman come with the highest ECC level. 💪

However, even with a high ECC level, damage can happen. That’s why it’s important to also use a coating that helps prevent damage. Whatever coating you end up using, it is important to make sure that it is both protective of liquids, light, and scratches but is also non-reflective. Certain coatings can have a glossy look, which allows for more reflection from light, resulting in more difficulty scanning the code.

If you decide to print your own codes, we recommend consulting a label supplier to make sure you use the right coating for your equipment and environment.

Do you want to opt for more durable options? RFID tags are often covered in plastic or even metal casings, making them the best choice for durability. Printed codes with high quality coatings will tear after years in use. RFID tags will most likely last you a lifetime.



4. The shorter the codes the better

A QR Code is actually a visualization of an alphabetic and/or numeric code. The fewer characters you use, the easier it’ll be to scan the code. If you use up to 6 characters, for instance, the code could withstand 30% damage and still work just fine.

That said, we recommend assigning as little characters as possible while setting up QR codes. The more complex a code gets, the more complicated, and timely it will get for your device to scan it.


types of qr and barcodes EN v2



5. Let your environment dictate the size

QR codes can be published in smaller formats than barcodes, which is why some users prefer them. When determining what size you want your QR code to be, it is important to make sure it is appropriate for your scanning environment. Here are two examples:

  1. If you plan on using your phone and the Rentman Mobile App to scan your equipment, it is important to remember that every smartphone is slightly different with different camera performances. Printing your QR code too small can make it unreadable for some smartphones. We do not recommend setting up QR codes any smaller than 7mm x 7mm, or your device might not be able to read it.
  2. If you are using a scanner, you need to consider the distance between your equipment and the scanner. The farther away, the bigger the code.



6. Don't sweat it: get them printed for you

When creating your own equipment tags in Rentman, you have the option to customize your own label with your company name or logo and any other information you want to include. That said, you may find that creating your own labels and printing them off can be a bit more time-consuming if you don’t have experience with printing on specialized materials.

To save yourself some time and stress, you can also choose to purchase QR codes from us or from another supplier. Our QR codes can’t be customized like the self-printed ones but are covered in a special industrial coating. This makes them resistant to damage from water, dirt, and light.

We can also ship them directly to your office and all you need to do is scan them into each equipment item in Rentman.



7. How to print QR codes and barcode labels

You decided to self-print codes, sweet, but what’s the best way to do so?

With so many printers on the market, it is hard to recommend one. We have successfully printed QR codes using the Dymo LabelWriter, but there are surely many just as good. Different companies have different setups and preferences.

If you are looking to buy a new printer, our recommendation is to check the printer specifications to make sure it can handle the material you’ve chosen for your codes. Our number one tip is to make sure to avoid materials that are glossy. Glossy prints can reflect light, making it difficult for your device to scan the printed codes. Therefore, choosing paper, hard paper or even fabric would be the best options for the codes.



How to create a QR code?

Creating QR codes online:

  1. Go to any tool where you can create QR codes. For example, The QR Code Generator or the QR Code Generator plugin on Figma.
  2. Insert your source of information: website link, contact card, document etc.
  3. Generate your unique QR code.
  4. Download or copy and paste the QR code where needed.
  5. Print the QR code (if needed).


Creating QR codes in Rentman:

  1. Select the items you want to tag in the equipment module.
  2. Assign serial numbers to the items (in their data tab). A QR code will be automatically assigned to each serial number.
  3. Select the items again and export a list that includes their QR codes.
  4. Print the codes yourself or purchase Rentman QR codes via, specifically for your desired items.


For more information about setting up QR tracking in Rentman, visit our Support Center.



Best QR code generators

There are hundreds, if not thousands, of QR code generators out there. We know how overwhelming it might be to find the perfect one, so here are our favorite examples.

While looking for the perfect tool, make sure to take these criteria into consideration: if the information is stored permanently, if you can track and analyze traffic and if you can customize the codes to your liking.


Generator Why we like it
The QR Code Generator You can easily create codes for multiple types of sources. You can also customize the code to your liking by adding different colors, backgrounds, your logo etc. If you create an account, you’ll also be able to create dynamic QR codes.
QR Code Generator plugin on Figma It is completely free and easy to use if you’re used to working on Figma. Once generated, it acts as a vector file, making it the best option for Figma designs.
QR Code Generator by A more expensive option than the other two alternatives, but it gives you the most customization options for your needs. The statistics module is also much more complex. Choose this option if you want to take your ecommerce business to the next level. This option is for businesses that want to tag their inventory, to increase visibility and traceability (especially useful for the equipment rental industry). Once items are serialized, you can simply order printed QR codes that have protective coatings that will last for a long time.



Test, test, test

The above tips should help you understand everything you need in order to successfully track your inventory. However, when in doubt, test your codes! Only by testing will you be able to determine if the materials, size, and content will work for your needs and successfully enable you to better track your equipment and speed up your booking process.




Not a Rentman user yet? Built for AV, event and media & broadcasting, with Rentman you can manage your daily operations and improve your workflows, so you can deliver better productions and increase profits.


Discover Rentman today!

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  • Create and send quotes
  • What is a QR code?
    A QR code is a type of multi-functional barcode used for items such as equipment, website links, email addresses etc. QR codes contain information about specific labelled items and can be scanned using capable devices, such as your smartphone.
  • What is a barcode?
    A barcode is a type of code that stores information for labelled items. Similar to QR codes, barcodes offer visual information by scanning them using capable devices. However, compared to QR codes, most smartphones cannot scan typical barcode labels.
  • What are the benefits of using QR codes?
    Using QR codes for your labelled or serialized items comes with many advantages, such as being able to store lots of information about them. By scanning the code with a capable device, one can get all this information in a matter of seconds, eliminating the need to manually search for it.
  • How do I set up a QR code?
    There are many websites where you can assign QR codes to different resources. If you want to use QR tracking for your warehouse management system (such as Rentman), you can typically do this inside the software by assigning a label / serial number to an automatically-generated QR code.
  • What is the difference between QR codes and barcodes?
    QR codes and barcodes function similarly and are also visually similar. However, QR codes are sometimes better, as they can hold more information, they are smaller, and they can be scanned easier and faster, even when worn off.
  • How do I scan QR codes on my phone?
    Most smartphones can scan QR codes directly in the camera app. Simply open your camera app, point it towards the QR code, and press the button that appears after the code was scanned. Your phone will automatically take you to the destination.
  • Are QR codes permanent?
    Yes and no. Free websites can generate static QR codes, which typically store information permanently. However, most websites that can generate dynamic QR codes will typically require some sort of investment. Did you know that you can also order Rentman QR codes? These are printed, and their information will last forever.
  • Are QR codes or barcodes unique to each item?
    All QR codes and barcodes are unique to the information they are assigned to. The moment information behind a code is changed, their visual patterns also change, meaning that it’s impossible to assign multiple sources of information to one code.
  • How small can I make a QR code?
    There is no limit to how small or big a QR code can be. However, we recommend printing your codes in at least a 7mm x 7mm format, to ensure that your device will be able to read them.
  • Are QR codes dangerous?
    QR codes are not dangerous. They simply store information. However, make sure what QR codes you scan, regardless of where they are displayed (in emails, on the walls outside). Just as with links, scammers use various phishing methods to get your attention, including QR codes. Therefore, always make sure to check the information of the content you’re reading before scanning any QR code that can take you to a harmful destination.

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