Note: This article mainly discusses using barcodes and QR codes within the equipment modules (PPE, SCBA, and Assets). We are in the midst of upgrading the barcoding functionality in the Supplies module to more easily track EMS supplies, station supplies, etc. We will update this article as new features become available.
Many organizations have asked about the ability to incorporate barcodes or QR codes into the PSTrax platform. This functionality exists, but we always caution that there are specific cases where barcodes / QRs make sense, but there are also cases where it can slow things down. Here are a few best practices & FAQs that we've gathered though the years:
Barcodes vs. QR Codes: Which is right for you?
When setting up your department for scanning, it is important to understand the difference between 1D Barcodes (traditional linear codes) and 2D QR Codes. While both can be used within PSTrax, they serve different functional purposes.
1D Barcodes (The "Search" Method)
A 1D barcode acts exactly like a grocery store scanner—it simply "types" a string of text or numbers into whichever field your cursor is currently in.
- How it works: You must first navigate to the correct page in PSTrax (e.g., the Inventory search bar), click into the field, and then scan the item.
- Best for: Rapidly entering serial numbers or searching for items when you are already on the correct module page.
2D QR Codes (The "Shortcut" Method)
A QR code is a two-dimensional code that can store much more information, specifically URLs (web links).
- How it works: When a crew member scans a QR code using a tablet or smartphone camera, it acts as a direct shortcut. It can automatically "jump" the user to a specific item’s detail page, a vehicle’s check sheet, or an inventory count.
- Durability: QR codes have built-in error correction. If a tag gets scratched or dirty in the field (common for PPE or Apparatus), the code is often still readable.
- Best for: Jumping directly to gear history, viewing scheduled checks, or performing inventory usages without manual navigation.
How to Generate QR Codes for PSTrax
You can create QR codes that link directly to almost any page in PSTrax, such as a specific piece of Gear or a Vehicle Check station.
- In Chrome or Microsoft Edge Navigate to the Page: In your browser, go to the specific PSTrax page you want the code to link to (e.g., the Details & History page for a specific PPE item).
- Right-click on any empty space on the webpage (or on a specific link/image).
- Select Create QR code for this page from the context menu.
- A window will appear with the generated code.
- Download and Print: Download the generated image to use on your labels or asset tags.
- Note: There are also many free QR code generators available online if you prefer to batch-produce tags.
Pro-Tip: Security & Logins
Because QR codes link directly to your PSTrax URL, the user must be logged into the PSTrax app or browser on their device for the link to work. If they are not logged in, they will be prompted to do so before the page displays.
How can I use QR Codes to track equipment in PSTrax?
Summary
QR codes provide a streamlined method for rapidly locating and managing equipment within the PSTrax SCBA, PPE, and Assets modules. By associating a unique QR code with a specific piece of equipment’s URL, users can instantly access detail pages and history logs from a mobile device. This functionality is designed to increase efficiency for agencies of all sizes, allowing personnel to perform actions like logging events or setting alerts directly at the equipment's location.
Instructions
To utilize this feature, you will navigate to the specific details page of an item to isolate its unique URL. Using the built-in QR generator in a web browser like Chrome or Edge, you will create and download a code to be printed and attached to the equipment or its storage container. Once labeled, a user logged into the PSTrax mobile site can scan the code with their device camera to be taken directly to that asset's action menu, where they can complete tasks such as inspections or assignments
Step-by-Step Instructions
- Locate the Equipment URL
- Navigate to the Assets, PPE, or SCBA module and select your inventory list.
- Find the specific piece of equipment you wish to label.
- Click the Actions button and select View Details and History.
- Ensure the page opens in a way that displays the unique URL for that specific asset in the browser address bar.
- Generate and Print the QR Code
- Right-click anywhere on the equipment's detail page (using Google Chrome or Microsoft Edge).
- Select the option to Create QR Code for this Page from the pop-up menu.
- Download the generated QR code image.
- Print the QR code onto a durable label and affix it to the equipment, its carrying case, or a protected storage box (e.g., a Pelican box).
- Scan and Take Action
- Ensure you are logged into the PSTrax system on a mobile device.
- Open the mobile device’s camera and scan the QR code on the equipment.
- Tap the resulting URL hyperlink to open the equipment's detail page within PSTrax.
- Use the drop-down menu to perform the required task, such as Log Event, Set Alert, or Assign.
- Submit the entry to complete the workflow.
How can I use barcodes to track equipment in PSTrax?
Barcodes codes are a means of quickly identifying equipment so you can take action on it. For instance, you scan a barcode on an SCBA cylinder to log an air fill. Or you scan some station supplies to log a restock. The scanning action is a way of searching for an item; it's no different than typing out the name, serial number, or other identifying information for the item. Here's how barcodes can be used within PSTrax:
Summary
PSTrax supports barcode scanning functionality for the PPE, SCBA, and Assets modules. Barcodes allow departments to quickly locate and take action on specific equipment by scanning a serial or ID number instead of manually searching through lists. This streamlines inspections, repairs, assignments, and more.
Instructions
To utilize barcodes, departments can scan equipment directly in the Asset List, SCBA Gear List, or PPE Gear List depending on the module. Barcodes can be tied to either the Serial Number or ID Number field based on your department’s preference.
Scanning Barcodes
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Navigate to Assets → Asset List (or SCBA / PPE Gear List).
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Use the Search bar to search by ID Number or Serial Number.
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Scan the barcode(s) using a connected barcode reader.
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You can scan a single item or multiple barcodes separated by commas.
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Some barcode readers support auto-append functionality, which adds a comma after each scan for bulk scanning.
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Click Find to retrieve all matching items from your gear list.
Performing Batch Actions
Once your items are listed, you can take batch actions by selecting the checkboxes next to each item and clicking Batch. Available options include:
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Log Inspection
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Schedule Event
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Assign to User, Apparatus, or Location
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Change Status
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Edit Items
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Retire Equipment
Choosing a Barcode Field
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Serial Number – Use if your items already have manufacturer-assigned barcodes.
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ID Number – Use for internally generated or custom barcodes.
You can assign or update these numbers in each item's gear profile.
FAQs
What devices do you recommend?
We have recently partnered with Zebra Technologies and have a list of validated Zebra products that can be found below
Can you use your phone or tablet's camera to scan barcodes?
Because PSTrax is web app - not a native app that's installed on each user's device - you can't use your device's camera to scan barcodes and QR codes by default, unless you are using the QR code to access a specific URL. However, there are third-party apps that incorporate scanners on a users' phone or tablet. We've used one before called ScanKey and another called Scanner Keyboard, but there are others available in Apple's App Store or the Google Play Store (search for "barcode scanner keyboard").
Please note, though, that the process of logging multiple items with these apps may be cumbersome since you have to click into the barcode field, scan it, return to the page, click into the barcode field again, etc. for each piece of equipment you're checking. Though that may vary depending on the application you use.
For brand new equipment that has yet to be entered into PSTrax, can I scan the item and have the serial number, model, etc. appear in the proper fields in the proper module?
No. When you scan an item, we don't have access to the manufacturer's database, which has all the information associated with that item (serial number, make, model, etc.). So there's not a way to scan, for instance, an SCBA pack and have all of the gear information automatically map to PSTrax's database. That being said, once the item has been input into PSTrax, it can be scanned and displayed within the system.
How are large organizations using the barcoding function?
Barcoding seems to make the most sense when you have a lot of items that need to be logged, not when you only have a few items here and there. We have large fire departments that scan turnout gear as its sent out for cleaning/inspection. While in the PPE Gear List, they'll scan the barcodes for all the gear that is getting sent out and then change the status in bulk to "Out for Cleaning" for all the selected gear. Once it's cleaned, they'll select the items, log a cleaning inspection in bulk and then change the status of the gear back to "In Service". We've seen the same done to log hydro testing on SCBA cylinders, flow testing on packs/masks, and inventory inspections for radios, TICs, and other high-dollar equipment.