Since existing codes (e.g. inventory numbers as barcode or Hilti ON!Track matrix codes) usually contain only a simple number or ID and no web URL, scanning them with a normal smartphone camera doesn’t automatically take you to a website. In combination with the ToolSense app you can still use them efficiently.
This is how the linking works:
Store the number of your own code in a searchable field in ToolSense (e.g. inventory number or serial number).
Use the code scanner inside the ToolSense app.
The app reads the ID, automatically searches your inventory, and opens the matching asset right away, as long as the number has been stored uniquely.
To make the right decision for your process, please keep the functional differences in mind:
Advantages of native ToolSense QR codes:
Scan without app: Every user lands directly on the public landing page of the asset via the phone camera (ideal for reports by external operators).
Public landing page: Even people who aren’t logged in can view information or create service tickets.
Direct access: In the ToolSense app, the asset opens right away after the scan without an extra step.
Characteristics of own barcodes / IDs (e.g. Hilti ON!Track):
App required: Since the code doesn’t contain a URL, the scanner has to be used inside the ToolSense app.
Internal use: Only logged-in ToolSense users can find the asset via the scan.
Search logic: The app runs a search for the ID in the background and automatically opens the asset if there’s a unique match.
Not every field in the asset form is automatically indexed by the search. However, you can easily test yourself whether a field is suitable for your existing codes:
Enter a test number into the desired field (e.g. into the serial number or inventory number).
Use the global search field at the top left in ToolSense.
Enter the test number there. Does the machine appear as a search result? Then this field is perfect for your code.
You can combine both worlds to get maximum flexibility:
Step 1: Store your existing numbers (e.g. your Hilti IDs) in the verified fields so your technicians can immediately work via the app search.
Step 2: Additionally attach native ToolSense codes to important machines. This also lets people without the app (e.g. customers or operators) report issues with a simple smartphone scan.
Both codes can be stuck on the machine at the same time – the ToolSense app recognizes both variants when scanning.
If you want to store a large number of existing codes in the system at once (e.g. hundreds of inventory numbers or Hilti IDs), you don’t have to do this individually for each device. You can use the mass update function via Excel import for this.
Here’s the link to the article:
