Knowledge Base
Guides to tracking equipment well
How-tos for setting Stackroom up, plus practical guides to the problem itself — tagging, chain of custody, audits, and how to choose a tool at all.
Where do I learn how to track equipment properly?
The Stackroom knowledge base covers both halves of the problem: practical guides to the subject — asset tagging, chain of custody, audits, QR versus barcode versus RFID, choosing software — and step-by-step how-tos for setting Stackroom up, importing a CSV, printing labels and running a count.
Getting started
Set up Stackroom and tag your first assets.
Imports & migration
Bring your data in from a spreadsheet or another tool.
Labels & scanning
Print QR labels and scan them wherever the equipment is.
Custody & bookings
Assign, check out and reserve your gear.
Maintenance & warranty
Stay ahead of service and expiries.
Audits & compliance
Count, verify and export your records.
Guides & concepts
How asset tracking works, and how to choose an approach.
How to track company equipment: a practical guide
What to track, how to label it, who should be accountable, and the order to do it in — a method that works whether you use software or a spreadsheet.
Read guideAsset tagging best practices
How to choose between QR, barcode and RFID, what to put on a label, where to stick it, and the numbering mistakes that are painful to undo later.
Read guideWhat is chain of custody for equipment?
What a chain of custody actually is, why a current-holder field is not one, and the three conversations where the difference becomes expensive.
Read guideAsset management vs inventory management
The two get confused constantly and need different software. What separates them, and how to tell which problem you actually have.
Read guideHow to reduce equipment loss
Where equipment actually goes, why registers alone do not stop it, and the specific interventions that do — in rough order of effect per unit of effort.
Read guideHow to choose asset tracking software
The questions that actually decide the outcome — pricing model, who can use it, and whether your equipment breaks or walks — and the ones that do not.
Read guideDesigning an equipment checkout process
How to build a check-out and check-in process people will actually follow, including when to require approval and when approval makes things worse.
Read guideHow to do an asset audit
What an audit has to produce to satisfy someone external, how to scope it so it does not consume a week, and what to do with the discrepancies.
Read guideEquipment at onboarding and offboarding
The two moments that decide whether IT and field equipment is recovered, and how to make each a checklist rather than an investigation.
Read guideQR codes vs barcodes vs RFID for asset tracking
A straight comparison of the three tagging technologies, what each costs in practice, and how to tell which one your situation actually calls for.
Read guideFAQ
Questions about the guides
Do I need a Stackroom account to use these guides?
No. The subject guides are written to be useful whatever tool you end up with, including a spreadsheet. The how-tos are Stackroom-specific, but reading them costs nothing.
Where should someone new start?
With tagging your first hundred assets, then the guide to asset tagging best practices. Between them they cover the two decisions that are expensive to reverse: what to include, and what goes on the label.
How often are the guides updated?
They are revised when the product or the underlying advice changes rather than on a schedule, and anything describing Stackroom behaviour is checked against the product rather than written from memory.
Ready to put it into practice?
Start free — tag your first 100 assets and run a real checkout in your first session. No credit card required.