The maintenance log that lives on the equipment

A boiler's service book ends up in a drawer, most bikes never had one, and the fire extinguisher record sits in a binder back at the office. Standing in front of the equipment, nobody knows when it was last looked at. Scanolo's object tracking puts that history on the spot: a card with a QR code, stuck on the unit or given to its owner, that shows past work and the next due date. On your side, you get a reminder when that date gets close.

What a scan shows, right in front of the equipment

The public page shows your business name and logo, the item being tracked, a dated list of work with a short text for each, and the next due date if you set one. The serial number only appears if you choose to show it.

The detail sits behind the code printed on the card: the full report, the cost and the attachments (PDF, JPEG or PNG, up to five files of 5 MB per entry). You can attach a copy of the service paperwork or an inspection report. That copy does not replace the original or your obligations. Scanolo stores the file and checks nothing.

The job types on offer depend on the trade you pick for the record, and a free label completes every list.

• Boilers and heating: annual service, service paperwork handed over, repair, part replacement, commissioning.
• Bikes: service, brakes, drivetrain, tyres, check.
• Safety equipment: periodic inspection, recharge, replacement, commissioning.
• Other trades, rental equipment for instance: job, check, repair, note.

On site, on the day of the job

Before your round, prepare a batch of blank cards, up to 100 at a time. Scanolo lays them out on A4 sheets of ten 85 × 55 mm cards, or one card per page. To stick them on, have them printed on adhesive stock, and near a boiler on a material that copes with heat.

The card's code is printed on it in plain text. In someone's home, it is their own equipment, so that is fine. On shared or rented equipment, give the card to the owner and stick a second copy on the unit with the code covered. Print both straight away, because the code is only displayed once.

• On site, stick the card on a visible face, away from vents and from the manufacturer's rating plate.
• Open its record on your phone and enter the item, the make, the model and the serial number.
• Once the job is done, add the entry with a public line such as "Serviced, door seal to replace next year", then the detail, the cost and the photos.
• Enter the next due date in the record before you leave.

The due date, and the reminder that comes back to you

Every record can carry a next due date, whether it is the annual boiler service, the bike service or the extinguisher inspection. It shows on the public page, and you can filter your list of items by overdue or due within 30 days.

Each day, Scanolo picks up the due dates that are seven days away or already past and sends a single email to the account owner with the whole list. An item is only flagged once per due date. After the job, you enter the next date yourself, since the reminder does not roll forward on its own.

That reminder is for you. Scanolo never emails the owners of the equipment, so getting back in touch is up to you, by phone or with the tool you already use.

A history that cannot be rewritten

A recorded entry can no longer be edited or deleted. A mistake is fixed with a new entry that points to the earlier one. An entry withdrawn from the public page leaves a dated note behind. Each entry also shows the date it was recorded, and a job date in the future is refused.

When a house is sold with its boiler or a bike gets a new owner, you record a change of holder. A new code replaces the old one, the history stays whole and a public entry with no names is added. For rental equipment, keep the code to yourself instead: the customer renting it reads the public history, and your signed-in team sees the detail.

The code shows that someone holds the card you handed over. It says nothing about the condition of the equipment or whether it meets the rules, which remains your job and that of the official paperwork.

Frequently asked questions