Start with the equipment that moves and would be missed — laptops, monitors, tools — rather than the whole estate. Import whatever list you already have, print QR labels on ordinary address stock, scan each one once to bind label to record, and record who currently holds what.
You don't need a big project to get value from Stackroom. Most teams tag their most important gear and run a real checkout on day one. Here's the playbook.
- 1Pick your top 100
Start with the assets you most worry about losing — the valuable, movable, assigned gear.
- 2Add them fast
Import a CSV, or snap a photo on mobile and let AI autofill suggest the category, brand, model and serial.
- 3Print QR labels
Generate and print labels, then stick them on. Now anyone can scan to see an asset instantly.
- 4Run a real checkout
Assign a few items to a person with a signature, so custody is live from the start.
Tagging away from a desk? Install the mobile app first — it works offline and syncs when you are back on signal, which matters in stores, basements and riser cupboards.
What to do next
- Set up locations so you can see what's where.
- Turn on bookings for gear that's shared.
- Add warranty dates so reminders can start working for you.
Frequently asked questions
How long does tagging 100 assets take?
An afternoon for most teams. Printing is minutes, applying labels is the slow part, and scanning each one to bind it takes a couple of seconds per item. The genuinely slow step is walking around asking who currently has what.
Which assets should I tag first?
High value and high movement, in that order. Equipment that sits in one place generates no useful history, so tagging it is data entry rather than a control. Start with anything issued to a person or that leaves a room.
Do I need to tag everything before the system is useful?
No, and insisting on it is the most common reason these projects stall. A partial register in daily use is worth considerably more than a complete one nobody updates.
What if we already have asset labels?
Keep them if they carry a code you can export. Import that code as the asset reference and scanning continues to work; print new labels only for items that have none.