🚪 Stop Paying for Unverified Hours: Building-Level Vendor QR Check-Ins

If you manage multiple commercial buildings on third-party mechanical contracts, you have probably dealt with this at some point: a contractor invoices for six hours on a site you were not at, and you have no way to verify whether they were there for six hours, two hours, or at all. Paper sign-in sheets that depend on a contractor's good faith are not a verification system.

The vendor check-in system in Equipment Tracker Pro closes that gap. Generate a permanent QR code for any building, post it at the entrance or mechanical room door, and get an instant timestamped email or SMS notification every time a contractor scans in. The log is permanent, tied to that building, and accessible from the web dashboard at any time.

No App, No Account — Nothing for the Contractor to Refuse

The biggest reason check-in systems fail is friction. If you ask a contractor to download an app or create an account, most of them will not do it — especially a one-off tech or a subcontractor hired for a single visit. The QR code eliminates that entirely.

The contractor scans the code with their standard phone camera — the same way they would scan a restaurant menu. A simple form opens directly in their browser. They enter their name, company, and reason for the visit, then tap Submit. The whole thing takes under 30 seconds and requires nothing beyond a phone that can open a web page.

That submission fires instantly and sends a timestamped email or SMS to every address or phone number configured for that building — the facilities coordinator, the property manager, the on-site super. The notification includes the contractor name, company, stated purpose, and a direct link to the full check-in log for that building.

Setting It Up

In the app, tap the Site Info button on any building. Scroll down to the Vendor Check-In section. Add the email addresses and phone numbers you want notified — type an address or number and press Enter or tap + ADD. Each recipient appears as a purple chip. Tap × on any chip to remove it.

Then tap GENERATE CHECK-IN QR. The app creates a stable, permanent check-in URL for that building (it only runs once — the same ID is reused every time after). It opens the QR Label Creator pre-loaded with the check-in link and "VENDOR SCAN HERE TO CHECK IN" already set as the label text.

From there, you have all the same label options as equipment QR tags: choose your label size, toggle your company logo, switch to black-and-white for easier printing, and export as PDF or PNG. Print it and stick it up.

Per-Building Configuration

Every building gets its own unique check-in URL and its own notification list. The rooftop access QR for Building A goes to the facilities manager's email and phone. The main lobby QR for Building B goes to the property manager and the security desk. The HVAC room QR for Building C goes only to the maintenance coordinator.

You configure each one independently in the app or from the web dashboard Building Info panel. Both places show the same email list and the same check-in URL, and changes sync instantly.

Web Dashboard

The full vendor check-in log for each building is accessible from the web dashboard at equipment-tracker.com. Log in, open a building, and the Vendor Check-In section shows the complete history: every submission with name, company, purpose, and timestamp in chronological order.

The email list is editable from the dashboard too — add or remove addresses without touching the app.

Sync & Backup

The check-in ID and notification list are stored locally in your device database, synced to Firestore as part of building info, and included in ZIP exports and imports. If you restore your database from a backup, the check-in configuration comes back with it — the same permanent URL, the same recipient list.

While local logs are kept on the device, cloud sync to Firestore and automatic SMS/email routing are Pro features, included in our Pro subscription at $9.99/month or $79.99/year per user.

This update also fixed a long-standing sync issue where facility_type, checkin_id, and checkin_emails/checkin_phones were being silently dropped during cloud pull restores. Those fields now round-trip correctly through every backup and sync path.

How does the QR check-in help verify vendor hours?

Every scan registers a permanent, timestamped entry in the building log and triggers real-time email or SMS notifications, helping managers track contractor arrival and check-out times.

Does the contractor need to download an app to check in?

No. Contractors scan the building's QR code using their standard phone camera, opening a simple 30-second form directly in their web browser without downloading any apps or creating accounts.

How do I generate and print a building's check-in QR code?

Open any building's Site Info in the app, add notification emails and phone numbers under Vendor Check-In, and tap GENERATE CHECK-IN QR. This launches the QR Label Creator to customize and print the code as a PDF or PNG.

Can I send check-in alerts to multiple people?

Yes. You can configure multiple email addresses and phone numbers as notification chips for each building independently, ensuring the correct property manager, super, or coordinator is notified.

What plan is required for the automated QR check-in notifications?

Cloud syncing of check-in data and automated email/SMS notifications are Pro features included in the Pro subscription ($9.99/month or $79.99/year per user), while basic device-level building logs are free.

Jonathan Curtis

HVAC Technician & Founder · Equipment Tracker Pro

Jonathan Curtis is an HVAC technician and the founder of Equipment Tracker Pro. He built the app to solve real problems he encountered in the field — including the frustration of not knowing when vendors and contractors were on-site.