Gyms and leisure centres
- Changing rooms, showers, toilets and lockers
- Cardio and resistance equipment zones
- Studios, poolside areas and reception
- Back-of-house plant or staff areas
QR issue reporting
Starter kit
QR Maintenance Reporting Starter Kit
A practical rollout pack for facilities teams that want to place QR codes where issues happen, collect better reports, review them calmly, and turn each useful report into tracked work.
Included
Five rollout tools
QR placement checklist
Issue category template
Manager triage workflow
30-day rollout plan
Proof-of-work report template
How to use this kit
Start small, prove the workflow, then roll it out area by area.
Pick one site, choose the highest-friction reporting areas, create QR codes for those locations, and make sure managers review reports before they become jobs. The goal is one complete loop: scan, report, review, assign, fix, and record proof.
Checklist
QR placement checklist by site type
Put QR codes close to the problem area, with clear labels that tell people what to report and who will review it.
Hotels and hospitality
- Housekeeping store rooms and floor stations
- Guest room inspection points
- Reception, corridors, restaurants and toilets
- Maintenance stores and contractor sign-in areas
Schools and campuses
- Staff rooms, offices and reception
- Classrooms, halls, corridors and washrooms
- Site team stores and caretaking areas
- Playgrounds, gates and outdoor facilities
Offices and coworking
- Meeting rooms, phone booths and shared desks
- Kitchens, washrooms and breakout spaces
- Reception, lifts, stairs and access doors
- Print areas, storage rooms and plant rooms
Retail and showrooms
- Shop floor displays, changing rooms and tills
- Stockrooms, staff rooms and loading bays
- Customer toilets and entrance areas
- Safety check points and contractor work areas
Property and facilities
- Shared entrances, corridors and car parks
- Washrooms, lifts, plant rooms and bin stores
- Tenant, visitor and contractor reporting points
- Recurring inspection and planned maintenance areas
Template
Issue categories to start with
Keep categories broad at launch. Too many choices slow reporters down and make manager review harder.
Leaks and water
Leaks, blocked drains, taps, showers, toilets, damp patches and water damage.
Electrical and lighting
Lights, sockets, switches, access panels, alarms, screens and powered equipment.
Fixtures and furniture
Doors, locks, desks, chairs, lockers, shelving, fittings, mirrors and surfaces.
Heating and ventilation
Heating, cooling, ventilation, plant, draughts, room temperature and air quality issues.
Cleaning and hygiene
Spills, waste, consumables, odours, washroom supplies and urgent cleaning needs.
Safety concern
Trip hazards, damaged flooring, loose fittings, sharp edges and anything needing fast review.
Workflow
Manager triage workflow
Review
Check the report, location, category, photos and any AI-generated summary before creating a job.
Merge or reject
Close spam, combine duplicates, or ask for more detail where the report is too vague to act on.
Assign
Create a job with priority, owner, due date and contractor or staff assignment where needed.
Evidence
Close the job with comments, checklist progress, completion photos and a PDF record if required.
30-day rollout plan
Roll out the workflow without overwhelming the team.
Days 1-7: Prepare
Pick one site, choose 5-10 QR locations, agree categories, nominate reviewers and write the reporting label text.
Days 8-14: Pilot
Print QR codes, place them in selected areas, submit test reports and run the full scan-to-complete loop.
Days 15-21: Expand
Add more high-traffic areas, invite staff or contractors, and review duplicate reports or unclear categories.
Days 22-30: Review
Check report volume, response patterns, completed jobs, proof photos and areas creating repeat work.
Proof-of-work template
Fields for a clean job report
- Site, area, issue category and original report date
- Reporter notes, manager summary and priority
- Assigned person or contractor and due date
- Status changes, comments and checklist progress
- Before and after photos where useful
- Completion notes, completed date and PDF export reference
Internal links
Use this kit with the SnagDeck workflow.
QR reporting rollout