My QR Code Checkout System

With all the camcorders we are sending out with our UNI students it is going to be important to keep track of who has the equipment and when it comes and goes.  I ended up not having time to do this for the first round of TQP field experiences that took place a few weeks ago, but now that everything made it back I decided I better come up with some kind of solution before we add 6 more courses next semester and 12 more faculty next year.

So what I decided to do was to use a QR Code connected to a Google Form, which serves as my chechout/in system for all our equipment.  So what essentially happens is a TQP team member will scan the QR Code on the camcorder (see picture) and then will load the website.  On the website the form asks for the the student’s name, the type of device they are checking out, the number associated with the device, and then there is a checklist of equipment that is going out with the student.

The workflow is as follows:

1. the code is scanned,
2. form filled out noting all the equipment that is going out with the student,
3. student takes equipment to field experience,
4. student brings equipment back to TQP office after field experience,
5. code is scanned again,
6. equipment is checked to make sure everything is there and if there are any damages, and
7. then the form is submitted to finalize the checkin.

I required the form to require a login from users via the UNI Google Apps system and then I collect the username/email of the person filling out the form.  This should help prevent anyone from filling out the form but not turning in the equipment.  When the form is completed a confirmation email is sent out to the person completing the form which can then be emailed to the student as a form of receipt.

Anyway, that is my QR Code checkout system. You can create a system just like this too.  Just create a Google Form with the required information and then create a QR Code for the URL.  Print the QR Code on a label (I used the permanent Avery 6570) and affix to your device/item.  Then download any QR Code (I am using Qrafter) reader for your device (iOS, Android, Blackberry) and start scanning.