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Setting Up Barcodes Growth+This feature requires the Growth+ plan or higher

Barcodes let you quickly identify products and inventory items by scanning them with a barcode reader or manually entering a barcode value. This speeds up workflows like checking in returns, sending items to the workshop, and filtering the calendar.

Barcode Settings​

Configure your default barcode settings before generating barcodes:

  1. Go to Settings > Rentals in the left sidebar.
  2. Click the Barcodes tab.
  3. Under Barcode Generation, configure the following:
    • Default Barcode Type -- Choose between QR Code (recommended) or standard barcode formats. QR codes are recommended for flexibility and readability with most scanners.
    • Barcode Prefix (Optional) -- An optional prefix added to all generated barcodes. Leave blank to use the product SKU.
    • Auto-generate barcodes for new inventory items -- Toggle this on to automatically create a barcode whenever new inventory is added.
  4. Under Label Printing, set the Default Label Size (e.g., Medium 50×25 mm). This can be changed when printing.
  5. Click Update to save your settings.

The Barcodes tab in Rentals Settings showing barcode generation options, auto-generate toggle, and default label size.

Understanding Barcode Types​

EquipDash supports three types of barcodes, each serving a different purpose:

1. Product-Level Barcodes​

A product-level barcode identifies the product itself, not a specific inventory unit. When scanned, it refers to the product as a whole. This is useful for quickly looking up a product, filtering the calendar, or adding a product to a booking.

  • Set on the Product Detail page in the Barcodes section.
  • One barcode per product (you can add multiple if needed).
  • Works for both group-tracked and item-tracked products.

2. Inventory Group Barcodes (Group-Tracked Products)​

For products that use group tracking (where you track a quantity of identical units rather than individual items), barcodes are assigned at the inventory group level. Each inventory row (variation + quantity group) can have a barcode generated for it.

  • Managed on the Inventory tab of the product detail page.
  • Use the Generate Barcodes button to generate barcodes for all inventory rows at once.
  • Identifies the inventory group when scanned.

3. Individual Inventory Barcodes (Item-Tracked Products)​

For products that use item tracking (where each unit has a unique identifier like "Youth-001"), barcodes are assigned to each individual inventory unit. This lets you identify the exact unit when scanning.

  • Managed on the Inventory tab of the product detail page.
  • Use the Generate Barcodes button to generate barcodes for all items at once, or use the barcode icon in the Actions column to generate for a single item.
  • Identifies the specific unit when scanned -- useful for tracking which exact item was given to which customer.

Generating Product-Level Barcodes​

  1. Go to Rentals > Products and click on a product name.
  2. On the product detail page, scroll down to the Barcodes section (in the right column).
  3. Click Add Barcode.
  4. A barcode is generated using your default barcode type and prefix settings.

The barcode section shows each barcode's value, type (e.g., QR Code), and whether it was auto-generated. You can print, edit, or delete barcodes from here.

The product detail page showing the Barcodes section with a generated QR code barcode, barcode value, and action icons.

Generating Inventory Barcodes​

For Group-Tracked Products​

  1. Go to Rentals > Products and click on a product name.
  2. Click the Inventory tab.
  3. Click the Generate Barcodes button above the inventory table to generate barcodes for all inventory rows.
  4. To print, click Print Barcodes.

The Inventory tab for a group-tracked product showing the Generate Barcodes and Print Barcodes buttons above the inventory table.

For Item-Tracked Products​

  1. Go to Rentals > Products and click on a product name.
  2. Click the Inventory tab.
  3. To generate barcodes for all items at once, click the Generate Barcodes button.
  4. To generate a barcode for a single item, click the barcode icon in the Actions column of that item's row.
  5. To print, click Print Barcodes or use the print icon on individual item rows.

The Inventory tab for an item-tracked product showing individual inventory items with barcode icons in the Actions column.

Where Barcodes Can Be Used​

Once generated, barcodes can be scanned in several places:

LocationAction
CalendarScan to filter the calendar to a specific product
WorkshopScan to send an item to or return it from the workshop
Booking fulfillmentScan to identify items during pickup and return
Global searchScan to jump directly to a product or inventory detail