Add any physical item to Scanlog and keep all its details in one place. Whether you have 10 items or 10,000, your asset inventory is always searchable, filterable, and up to date.
A complete register of everything you own
Asset Management
What you can record per asset
✓ Internal asset code
✓ Name, brand, model, and serial number
✓ Photo of the item
✓ Category and location
✓ CC email for booking notifications
✓ Active or Inactive status
✓ Bulk upload hundreds of assets at once from a CSV or Excel file
✓ Export your full asset list to a spreadsheet in one click
✓ Search by name, code, brand, model, serial number, or location
More capabilities
✓ Filter by category, location, or status
The moment you add an asset to Scanlog, it gets a unique QR code and barcode — automatically. Print the label, stick it to the item, and your team can scan it instantly.
Scan any item with any phone. No app needed.
✓ Print individual labels directly from the asset page
✓ QR codes and barcodes generated automatically — nothing to configure
✓ Works with any modern smartphone camera — no extra app
✓ Bulk download codes for multiple assets at once
✓ Codes never change, even if you rename or update the asset
✓ Scanning takes you straight to the right booking action
QR Codes & Scanning
Key points
Booked — confirmed and reserved
Cancelled — slot freed up for others
No Show — asset not collected within the allowed window
Users can book any asset for a specific date and time slot — and the system automatically blocks anyone else from claiming the same item at the same time.
Reserve equipment. Prevent conflicts. Stay organised.
Bookings
✓ System checks for conflicts in real time before you submit
✓ Select the asset, pick a date and time slot, add a purpose and remarks
✓ Booking confirmed instantly — or held as Pending if approval is required
✓ Unique reference number assigned to every booking (format: YYYY/0001)
How bookings work
Booking statuses
✓ Define operating hours (e.g. 08:00 – 18:00)
✓ Set booking slot duration (15, 30, or 60 minutes)
✓ Set minimum and maximum booking duration
✓ Configure collection lead time and return grace period
Admin controls:
When someone collects an asset, they check it out. When they return it, they check it in. Every event is timestamped and recorded against the booking permanently — giving you a full chain of custody forevery item.
Track every handover. From collection to return.
✓ Open the booking in Scanlog and click Collect or Return
✓ Scan the QR code on the asset with your phone and tap the button
✓ Outstanding items report shows everything currently out on loan
✓ System flags items that haven't been checked out as No Show
✓ Overdue alerts sent automatically when return time passes
Check-Out & Check-In
Two ways to check out or in
✓ Name of the person who collected the item
✓ Exact collection date and time
✓ Name of the person who returned it
✓ Exact return date and time
✓ Whether the return was on time or late
What gets recorded
Scanlog helps you manage a variety of documents in different formats. All organized by categories such as Photos, Certificates, Receitps, and Documents.
Manage your documents in one place
Document Management
Main features
✓ Upload all commonly found document types
✓ Preset permission restrictions
✓ Restricted access to document management
✓ Single or bulk download documents
Every equipment type will need a different set of information to be catalogued. The need to capture and store this information is essential to have a complete equipment tracking mechanism.
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What's more, everything is tracked in a comprehensive audit log.
Create custom forms for categories and equipment
✓ Indicate required and optional fields
✓ Create unlimited forms with a variety of fields
✓ Assign forms to category, equipment
✓ Maintain different versions
Custom Forms
Form Creator
Scanlog handles all the communication for you. From the moment a booking is made to the moment the asset is returned, the right people get the right emails — automatically.
Automatic reminders. Zero manual follow-up.
Email Notifications
Emails sent automatically
Booking Confirmed
Booking Cancelled
when a reservation is created
when a reservation is cancelled
Booking Edited
when booking details are changed
Upcoming Booking Reminder
Check-In Reminder
before the booking starts
when the return deadline is approaching
No Show
when items are not collected
✓ The requestor receives an email letting them know
✓ The time slot is freed up for others
✓ If an asset is not collected within that window scanlog will release that booking and mark it as a no-show.
✓ You set a no-show window — for example, 30 minutes
How it works
If someone books equipment and never collects it, that asset is locked out of the system for no reason. Scanlog's no-show detection fixes this automatically.
Stop assets sitting reserved but unused.
Accountability
Uncollected bookings tie up equipment and frustrate the rest of the team. Automatic no-show detection removes the need for manual monitoring and provides data for accountability and planning.
Why it matters
Invite your team by email, organise them into groups, and control exactly what each person can see and do inside Scanlog. Permissions are additive — a user in multiple groups gets the combined access of all of them.
Give everyone the right level of access. Nothing more.
Team Management
✓ Requestor— can book assets and manage their own bookings
✓ Administrator— full access to all areas of the account
Built-in roles
Custom groups — define permission sets across
✓ Sign in with email/password, Google, or Microsoft
✓ Add users manually or invite by email
✓ Deactivate users without losing their history
User management
✓ Unlimited user groups of different roles.
✓ Group level permissions
Scanlog keeps a detailed record of everything that happens in your account. Use the built-in reports to stay on top of usage, identify overdue items, and demonstrate accountability.
Data that helps you make better decisions.
Reports
Reporting Features
✓ Graphical charts or tabulated data. Exportable to spreadsheet format.
✓ Comprehensive filtering to find the data you are looking for.
✓ Logs for all transactions.
✓ Advanced Analytics with various perspectives on usage.
The calendar gives you a visual overview of all bookings — colour-coded by status so you can tell what's upcoming, what's in progress, and what's already done without clicking into each one.
See your schedule at a glance.
Calendar
✓ Week view — time-slot detail across seven days
✓ Month view — broad overview of the whole month
✓ Day view— detailed breakdown of a single day
✓ List view— chronological list of upcoming bookings
Four views
Color-coded statuses
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Green — upcoming confirmed bookings
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Orange — asset currently collected
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Grey — completed past bookings