Asset tags and labels for laptops, monitors and docks

Start Your Free Forever Plan (No Credit Card)

Numbering that matches what you already call things

Every item is given a unique, readable ID in a format you choose — IT-000418 for laptops, MON-0042 for monitors, PH-0117 for phones — with Custom Asset ID Formats and Automatic Asset IDs. The number on the tag is the number in the register, in the support ticket and on the finance list, so one code identifies one machine everywhere it is written down.

Labels you print yourself, on sheets you can buy anywhere

• Design the label once — your logo, the asset name, the ID, the QR code, sized for the stock you buy: Custom Label Designer.
• Print a full sheet, aligned — common Avery-style layouts are supported, so a sheet comes off an office printer ready to peel: Standard Label Sheet Support.
• Do a whole delivery at once. Select the twenty laptops that arrived this morning with Bulk Actions, send them all to the Print Queue & Batch Printing and print one PDF.
• Or print blank codes in advance and link each sticker to an item later, just by scanning it: Pre-Print Codes in Bulk and Assign Pre-Printed Stickers.

The second approach suits an unboxing session: a sheet of blank codes goes on the lids as the machines come out of their boxes, and each one is matched to its record with a scan when it is set up.

Where the tag goes on each kind of kit

• Laptops — the lid or the underside near the service tag, clear of vents and the hinge. The underside keeps it out of sight; the lid makes a stocktake a walk past a row of desks.
• Monitors — the back of the panel or the base, on a flat area where a phone can get a square-on look at it.
• Docks, hubs and adapters — the top face, which is what you can see when the thing is on a desk under a laptop.
• Phones and tablets — the back of the case rather than the device.
• Meeting-room kit, printers and servers — front or side, at reading height, so nobody moves the unit to scan it.

Keep the code flat, keep it clean and give it a few centimetres of clear space — that is most of what makes a scan first-time.

One scan, the whole record

Point a phone camera at a tag and the item opens: what it is, its serial number, who has it, where it should be and when it was bought — Instant Scan Lookup and the Mobile QR Scanner. From the same screen the item can be checked out to a person, moved to another location or flagged for repair, which is why a walk round with a phone turns into a stocktake: Stocktakes & Inventory Audits.

You choose what a scan shows the person holding the phone. A code can open your private app for your own team, or a public page you control for anyone else who scans it — see Public vs Private QR Codes.

Labels outlive the laptop

A tag that gets peeled, damaged or replaced is reassigned to the same item in seconds by scanning the new sticker, and the item keeps its history, its ID and its record. When a machine is retired and a replacement takes its place, the new one gets its own tag and its own number, and the old record stays where it is with everything that happened to it: Activity History & Audit Trail.

What the free plan covers

QR labels, printing and scanning are part of the free plan, so a first sheet of tags costs a sheet of labels.

Print the first sheet today

Start free on the Free Forever plan — no card. Label the laptops first, then the monitors and docks as you pass them.

There is more on the register behind the labels in IT asset tracking that knows who has which laptop, on issuing kit in Starters and leavers, and on the money side in The IT asset register your insurer and your finance team ask for.