📖 How-To Guide

Vendor Check-In System
Step-by-Step Guide

Turn any building into a managed entry point. Generate a QR door sign — vendors scan it to log arrival and departure.

🟢 Vendor Check-In System (Pro Feature)

📱 Mobile App Guide

  1. Generate Door QR Code: Open the location, tap Site Info and open VENDOR CHECK-IN. Add the emails to alert under VENDOR CHECK-IN — NOTIFY EMAILS, and phones for text alerts if you want them. Tap GENERATE & PRINT DOOR SIGN to create the code and print the sign (it reads PRINT DOOR SIGN (LETTER) after that), or GENERATE & CREATE QR LABEL for sticker sizes. (Page 1) Setting VENDOR CHECK-IN notify emails in building settings. (Page 2) Tapping print door sign or create QR label.
  2. Guest Check-In Form: Contractors arrive on site and scan the QR code printed on the door sign. The contractor's mobile browser opens the check-in page where they enter details and tap Check In. (Page 1) Scanning the door sign QR code. (Page 2) The guest web browser opening the form to check in.
  3. Check Out & View Visitor Logs: When the work is done, the contractor scans the sign again, picks Checking Out and taps Confirm Check Out. You get the email alert, and the log is on the phone under VIEW CHECK-IN LOG in the location’s VENDOR CHECK-IN, or on the web dashboard under Site Info, Manage Vendor Log. (Page 1) Tapping "Check Out" on guest phone. (Page 2) The Web Dashboard Manage Visitor Logs page or check-in notification email.

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Frequently Asked Questions

Everything you need to know about the Equipment Tracker Pro guides and features.

What kind of guides are available in the hub?

Step-by-step guides for the app's features — AI scanning, QR tagging, inventory, maintenance logs, invoices and getting paid, receipts, PM schedules, work orders, maintenance plans, tenant door tags and Teams — plus an overview guide for the web dashboard. Most of the older guides carry real app screenshots; the newer ones are short worded walk-throughs that name the real buttons.

Are these guides specific to mobile or web?

Each guide has a Mobile App / Web Dashboard toggle, but most of the detailed step-by-step content lives on the mobile app (iOS & Android) since that's where most features live today. The web dashboard has its own overview guide, and we're adding more web-specific guides as dashboard features expand.

Can I access these guides offline?

The guides website needs an internet connection. On the phone, core tracking works fully offline — your equipment records, parts and maintenance logs are readable and editable in zero-signal zones — while AI scanning, AI diagnostics, cloud sync and hosted QR pages need a connection.

Who are these CMMS guides written for?

They are written for field HVAC technicians, property maintenance crews, and facility managers looking to digitize their workflows.

Do the guides include instructions for team management?

Yes — the Teams guide covers inviting your crew with a code and choosing each person's role, and there are guides for cloud sync & sharing (including transferring a building to another owner) and for the vendor check-in system, which turns a building into a QR-code entry point for contractors.