Work instructions · In the field
QR work instructions right at the machine
A correct procedure is only useful if the worker has it at the right machine. A QR label connects the physical machine with its entry in the equipment register. This page covers how workers reach the procedure in the field, what needs to be prepared and where the limits of QR identification lie.
QR labels are part of the application. Procedures for them are tailored.
How can a QR code on a machine be used?
Short answerA QR code identifies the machine in the equipment register without ambiguity. In the existing LOTOTO application it is used to select the machine when creating a lockout; with digitalised work instructions it opens the procedure for that machine.
Each machine in the register has its code, description, assigned energy types and, optionally, photos. The QR label on the machine is a physical link to that entry. The worker does not need to know the code, look it up in a list or type it in.
| Use | Status |
|---|---|
| Equipment QR labels, display and batch printing | Part of the existing application |
| Scanning the QR code with the camera in the browser when creating a lockout | Part of the existing application |
| Opening an interactive work instruction for the machine | Service: we digitalise your existing procedures |
| Identifying the worker with an RFID card | Possible extension depending on site requirements |
We distinguish between what the application does today and what we implement around a specific site’s process.
What appears after scanning the QR code?
Short answerThe procedure or record that belongs to that machine. For a digitalised work instruction, that means its steps in the defined order.
Equipment with a QR code
The label identifies the equipment in the register.
Phone, no installation
Scan with the camera and open in the browser.
Interactive procedure
Instructions, photos and warnings in the right order.
Steps, checks, sign-offs
The worker confirms each step and checkpoint.
With a digitalised instruction, the worker sees steps with directions, photos of specific locations, safety warnings and checkpoints. Selected steps can require confirmation. The exact content and scope are defined during implementation. How a paper or PDF procedure is turned into steps is described on the digital work instructions page.
The key point is that the worker does not pick the procedure from a list. The machine they are standing at determines it. This reduces the risk of opening the procedure for a similar but different machine.
One piece of equipment can have several procedures, for example shutdown, LOTOTO, maintenance or return to service. Which of them a worker sees can depend on their permissions. The QR code only identifies the equipment; it does not replace sign-in or permission checks. See several procedures for one piece of equipment.
Does an app need to be installed?
Short answerThe existing LOTOTO application runs in a web browser with no installation, including scanning QR codes with the camera. We prefer the same approach for work instructions.
The application is responsive and works on desktops, tablets and phones. When scanning a QR code, the browser asks for permission to use the camera. Which devices workers will use, and whether these are company or personal phones, is agreed during implementation.
How does QR help with LOTOTO?
Short answerWhen creating a lockout, scanning the QR code selects the machine without retyping its code. The machine’s register data, such as its energy types, come with it.
In LOTOTO, identifying the right machine is the first precondition for a safe job. Especially on sites with many similar machines, a mistyped code is a real risk. A QR code does not remove that risk entirely, but it removes manual retyping.
If another lockout is already active on the machine, the system flags it. The rest of the process – request, approval and confirmation of each energy – continues in the lockout record. What the record contains is described on the lockout tracking page.
ReadEnergy isolationWhat needs to be prepared?
Short answerAn up-to-date equipment register, correctly placed and legible labels, and verified connectivity where the procedures are used.
- Up-to-date registerCodes, descriptions, energy types and photos must match reality. The QR code leads exactly where the register points.
- Printing labelsQR labels can be printed from the application in batches, as a PDF on A4 sheets. The label material should suit the environment: dust, heat, oil, cleaning.
- PlacementThe label should be clearly visible at the machine and reachable without entering a hazardous area. It must be obvious which machine it belongs to.
- Check after fittingAfter labelling, it is worth scanning each label to confirm it leads to the right machine.
- Label upkeepA damaged or illegible label is simply reprinted. When a machine is replaced or moved, both the register and the labelling are updated.
What if there is no connection?
Short answerConnectivity must be checked at the points of use before go-live, and a procedure for when the system is unavailable must be agreed in advance.
Mobile signal is often weak in industrial halls, basements, cable ducts or inside steel structures. During implementation we therefore walk through the places where procedures and lockouts will be used and check network coverage.
Just as important is an agreed procedure for when the system is unavailable, for example during a network or server outage. How work proceeds in that case and how records are completed afterwards is determined by your site’s rules. The safety of a job must never depend on whether a page happens to load.
What does a QR code not confirm?
Short answerA QR code only identifies the machine and opens the right record or procedure. It does not confirm that isolation has been carried out or that the machine is free of hazardous energy.
- It does not confirm that the machine has been isolated, locked out or tagged.
- It does not replace Tryout: verifying on site that the isolation is effective.
- It does not confirm that the worker is authorised to work on the machine. That depends on authorisations in the system and on site rules.
- It cannot be correct if the label is on the wrong machine or the register does not match reality.
Identification methods make it easier to reach the right record. The safety of the job still rests on the physical actions and on verifying them.
QR or RFID?
Short answerEach technology answers a different question. A QR code identifies the machine; an RFID card would identify the worker, for example when logging in at a kiosk.
| QR code | RFID card | |
|---|---|---|
| What it identifies | The machine | The worker |
| Typical use | Selecting a machine, opening a procedure | Logging in, for example at a kiosk |
| What needs managing | Label placement and legibility, the register | Assigning cards to users and their validity |
| In the existing application | Yes | No, possible extension |
Depending on the process and site requirements, the solution can be extended with RFID card identification or kiosk workstations. The exact implementation depends on the card system in use and the available hardware. Deployment options are described on the solution page.
What does a QR work instruction not replace?
Frequently asked questions
Can labels for all machines be printed at once?
Yes. The application generates QR labels for equipment in batches as a print-ready PDF on A4 sheets.
What if a label gets damaged?
The machine’s QR code can be displayed and reprinted from the application at any time. The code is tied to the register entry, not to a particular label.
Does QR scanning work on every phone?
Scanning runs in the browser using the device camera. We check the phones and tablets that will be used on site during implementation.
Can we keep our existing equipment numbering?
Yes. The register works with the equipment code you already use. The QR label does not replace that code; it simply makes it scannable by phone.
Next step
Let’s look at how your workers reach their procedures.
We will go through your equipment labelling, register and the places where procedures are used, and then propose how QR identification could work at your site.