Choose a door ID strategy
Pick stable identifiers (and naming conventions) before printing labels.
Resources
QR tagging for a door register: rollout checklist
A rollout checklist for QR/NFC tags so repeat visits are faster — without losing traceability, access control, or audit evidence.
QR/NFC tags
Scan logs
Access control
Rollout
Repeat visits
Scan → door record Keep scan logs and evidence attached to the right door.Rollout checklist
These steps reduce the usual tag programme problems.
Bulk print label PDFs
Use print-ready label sheets so installers and site teams apply tags consistently.
Control access
Use token verification and optional PIN protection for non-staff views.
Log scans
Keep scan logs so you can answer who accessed a record and when.
Keep tags tied to inspections
Make sure each scan opens the correct door record and carries the full history.
Before you print anything
Most QR/NFC programmes fail because the tag is treated as the system. It’s only an identifier — the quality comes from what it links to.
- Decide what a scan should show: staff view vs client view, and what evidence should be visible.
- Agree a naming convention: door IDs, location strings, and building codes should not change later.
- Define ownership: who creates doors, who can edit, who can close remedials, who can issue PDFs.
- Plan for exceptions: missing doors, duplicate IDs, damaged tags, and “door replaced” scenarios.
Minimum data you should lock in early
- Building/site list and location hierarchy (blocks, floors, zones).
- Door ID format (unique within a building at minimum).
- Tag format and what’s encoded (short token/URL, not free text that changes).
- Access policy for scans (public/private, PIN protection, expiring links if needed).
Placement and durability (do it safely)
Tags should be consistent and durable, but must not compromise the door assembly, certification labels, seals, or hardware.
- Place consistently: pick one position that site teams can repeat (so scans are fast on repeat visits).
- Avoid critical components: don’t obstruct labels, seals, hinges, closers, or any manufacturer markings.
- Use suitable materials: choose a label stock/adhesive that matches your environment (heat, cleaning, moisture, abrasion).
- Test on one building: validate stickiness, readability, and scan speed before full rollout.
Practical rollout tips
- Keep a “tag register” list: door ID ↔ tag ID ↔ install date ↔ installer/team.
- Build a replacement process: lost/damaged tag → reprint → reassign → keep history intact.
- Run spot checks: randomly scan 10 doors per area to catch mis-tags early.
Access control and scan logs
Scanning a door record is an access event. If you share links externally, you need a simple policy that balances usability with traceability.
Decide who can see what
Internal users typically need full evidence; external users may only need approved outputs and status.
Use tokenised links
Avoid embedding personal data in the tag itself; keep the tag as a pointer to the record.
Protect where necessary
Use PIN protection for non-staff views when the building owner policy requires it.
Keep scan logs
Log when a tag is scanned so you can answer: who accessed the record, and when.
What to do when a tag is copied or shared
- Rotate the access token (invalidate the old one) and reprint/reassign if required.
- Use scan logs to confirm when and where the link was accessed.
- Keep the door record history intact; only replace the tag pointer.
Roll out tags on one building first.
Print labels, tag a small set of doors, and test the scan flow end-to-end.