QR code asset tags for offices
Put a scannable ID on every laptop, monitor, chair and tool. Pick a tag template in a real label size, generate the whole numbered batch in one pass, and print onto sticker sheets. The codes are static, so a tag outlives the equipment it’s stuck to — and there’s no subscription.
What to tag
Laptops, monitors and docks
One tag per device linking to its record — purchase date, assigned user, warranty, service history.
AV and meeting-room kit
Projectors, speakers, cameras, remotes — scan to a booking sheet or a 'how to use this room' page.
Furniture and fixtures
Desks, chairs, cabinets — for stock-takes, moves and depreciation records.
Tools and field equipment
Test gear, power tools, safety equipment — scan to the calibration or inspection log.
IT store and spares
Cables, adapters, spare drives in the store cupboard — scan to check stock in and out.
Loan and hot-desk equipment
Headsets, keyboards, laptops on loan — an 'if found, return to' page on every tag.
What to put in the code
The tag should jump to that item’s record. In order of usefulness:
- A link to the asset's row in a Google Sheet or Airtable — the fastest way to start with no software
- A link to the item's page in your asset-management or ITSM system
- A link to an 'if found / return to' page with a contact address, for equipment that leaves the building
- The asset ID as plain text, if you have no system yet — readable by any scanner, and you can add links later on a reprint
Which size to use
| Size | Best for | Label stock |
|---|---|---|
| 76 × 51 mm | Laptops, AV kit, heavy equipment, furniture — room for a readable printed ID | A4 Avery L7165 (8-up) / US Letter 5164 |
| 51 × 25 mm | The default office asset label — devices, small equipment, most items | A4 Avery L7160 (21-up) / US Letter 5160 (30-up) |
| 40 × 40 mm | Square surfaces, inventory dots, tight spaces | A4 square-label sheets / custom grid |
| 38 × 19 mm | Cables, adapters, chargers, hand tools | Small-label sheets / custom grid |
The QR code size guide has the full distance-to-size rule; the printing guide covers stock and finish.
Tag templates
Nine ready-made designs. Open one, set your organisation and asset ID, add a link, and download a print-ready PDF or SVG.
Download & print setup
A few tags, or one design
- 1
Open a template above and set the organisation, asset ID and link. Add your logo if you want one.
- 2
Check the scannability status under the preview, then download — SVG for a print shop, PDF to print yourself.
- 3
Print at 100% scale (turn off 'fit to page' / 'shrink to fit') so the tag comes out at the size on the label.
A numbered batch as designed tags
- 1
Open the bulk generator and choose the numbered-series mode.
- 2
Set a pattern — ASSET-{n} or a per-department prefix like IT-{n}, FURN-{n} — with a start number, a count and the digit padding (0001).
- 3
Or upload a CSV / Excel file with a filename and data column per row if each tag links to a different record.
- 4
Switch the output to 'Label sheet PDF'. For a designed tag, pick one of the asset-tag designs and set your header text — every code becomes a full tag, tiled at its real size. For a bare code, keep 'Plain QR + caption' and pick an Avery layout or custom grid.
- 5
Generate and print at 100% (no 'fit to page').
What you need for an asset-tagging run
- ✓A place to store the records — a Google Sheet or Airtable to start, or your IT / asset-management system
- ✓A tagging scheme — a prefix per category (IT-, FURN-, TOOL-) and a running number, zero-padded (0001)
- ✓Label stock — matte synthetic or polyester labels, not paper, in the size you picked above
- ✓A laser or thermal label printer, or a print shop that takes a PDF at 100% scale
- ✓Optional: a laminate or self-laminating label for anything handled daily or wiped down
- ✓A phone to scan-test a proof before committing to the full run
Making tags that last
- Print on matte synthetic or polyester labels, not paper — they resist scuffing, cleaning fluids and heat
- Laminate, or use a self-laminating label, for anything handled daily or wiped down
- Place the tag on a flat surface, away from ports, hinges and rounded edges that distort the grid
- Keep a clear quiet-zone border so a chipped corner doesn't stop the scan
- High contrast — a dark code on a light label — so it reads under office fluorescent light
Frequently asked questions
What should an asset tag QR code contain?
A link to that item's record — a row in a Google Sheet, a page in your asset system, or an 'if found' contact page. Scanning jumps straight to it. If you have no system yet, encode the asset ID as plain text and add the link on a later reprint.
How do I make a numbered batch — ASSET-0001, ASSET-0002…?
Use the bulk generator's numbered-series mode: set a pattern like ASSET-{n}, a start number, a count and how many digits to pad to. It produces the whole run in one go. Upload a CSV or Excel file instead if each tag links to a different record.
What size should an office asset tag be?
51 × 25 mm (2 × 1 in) is the standard and fits Avery 5160 / L7160-style sheets. Use 76 × 51 mm for laptops and larger equipment where you want a printed ID people can read, 38 × 19 mm for cables and small items, and a 40 mm square where the surface is small.
Can I print them onto sticker sheets?
Yes. Design one tag here and download the print-ready PDF, or run a numbered batch through the bulk generator and choose the label-sheet PDF output with the Avery layout (A4 or US Letter) or a custom grid that matches your stock. Print at 100% — no 'fit to page'.
Do the codes expire?
No. They're static, so a tag glued to a laptop keeps scanning for years with no renewal or subscription — which is the point for equipment that outlives most software.
How do I make asset tags survive daily use?
Print on a matte synthetic or polyester label, laminate or use a self-laminating label, and place the tag on a flat surface away from ports and hinges. Keep a generous quiet zone so a scuffed edge doesn't stop the scan.
Is my asset data uploaded anywhere?
No. Every code is built in your browser tab. Whatever you encode — an ID, a sheet link — never reaches our servers, and there's no account.