Most fault calls arrive in the worst possible format: a WhatsApp message with no unit details, no photo and no contact person. Before anyone can help, your office has to work out which site, which piece of equipment, and who to call back.
QR code fault reporting moves those questions to the moment the fault is noticed. The client scans a code on the equipment, and the report arrives already knowing exactly what and where.
How QR Fault Reporting Works
- Print a QR code for each piece of equipment, or one for each site or floor.
- Stick it on or next to the equipment, with a clear label such as "Faulty? Scan to report."
- The client scans it with their phone camera. A short form opens that already knows the equipment and site.
- They enter their name, a phone number or email address, and what is wrong.
- They get a fault number and a link where they can check progress.
- Your office sees the fault and turns it into a job or a quotation.
Equipment QR or Site QR?
Use a QR code per piece of equipment for anything you maintain individually: aircon units, air-handling units, pumps, CCTV recorders, access control panels. The report then names the exact unit, and the fault is recorded against it.
Use one QR code per site or floor where there are many small items, such as lights or fans. FieldSign can generate a printable A4 poster with the QR code, ready to put up near a lift lobby or a reception desk.
What the Person Reporting Needs
Nothing to install and no account. The form opens in the phone's browser and takes a minute to fill in. If they report faults often, such as a building's facilities team, they can save it to their home screen.
What Your Office Gets
- The equipment and site, filled in automatically
- The reporter's name and contact details
- A description of the problem in their own words
- A fault number to quote on calls and invoices
- The option to schedule a job or prepare a quotation from the fault
- The fault recorded against that equipment, so repeat problems are easy to spot
Making It Work in Practice
- Label every code clearly so people know what scanning it does.
- Put stickers where people can see them, not on the back of the unit.
- Tell the client's facilities team the codes exist, ideally during your next visit.
- Acknowledge faults quickly. The status page shows the person reporting that you have seen it.
- Review recurring faults per unit before contract renewal. They often justify a repair or replacement quote.
You Choose the Words
Not every client calls it a "fault". In FieldSign you can rename it to suit your industry, for example "defect", "service request" or "pest sighting", set the label for the person reporting, and give fault numbers your own prefix.
Where It Fits in FieldSign
QR fault reporting is part of the Asset Suite, together with unit registers and maintenance schedules. The Asset Suite is included in the Growth plan ($149 per month) and the Business plan ($299 per month), and in every 14-day free trial.
Frequently Asked Questions
Can anyone who scans the code report a fault?
Yes, and that is the point: the person who notices the problem can report it. The form asks for their contact details, so your office can call back.
Do clients still need to message us on WhatsApp?
They can, but they do not need to. The QR form captures the details WhatsApp messages usually miss. On the Business plan, the client portal also has a one-tap WhatsApp button for anything else.
Can a fault become a quotation instead of a job?
Yes. If the fault needs approval before work starts, prepare a quotation from it; if it is covered by the contract, schedule a job straight away.