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Equipment

Massimiliano Di Luca

Kyle Chillingsworth

Equipment is managed using QR codes and the database is contained at the following address.

The free version is limited to 50 assets, so only computers, VR/AR headsets, and large pieces of equipment should be added to this system. The database is currently fully accessible using the link, but we might consider limiting access later on. There are 2 main databases:

1) Equipment in the lab

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https://app.assetbots.com/db_cll3m23v400003d5vdnfbzio2⁠

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2) Equipment in storage

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https://app.assetbots.com/db_clnvnf1m900003b5w5bd7z3l3⁠

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3) Equipment in workshop

To be set up

4) Pictures of the equipment

Check-Out procedure

When using a significant piece of equipment (laptop, headset, eeg, eyetracker), check that a QR code like the following one is attached to the device or to the box that contains it.

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If the equipment has a QR code, scan it with your phone camera and select “CheckOut” on the database app then add the following information:

Check out to: click the keyboard and find your name or add a ”New Person”.

Assets: click the barcode icon, ALLOW camera access, and scan the QR code within the database app.

If you receive a “Asset not available” warning, it means that somebody has checked out or booked the asset. Follow instructions for “CheckIn”.

If it does not have a QR code follow instructions to enter a new asset into the database below.

Check-In procedure

When finish using a piece of equipment, before storing the equipment in or above any of the black cupboards, check that a QR code is attached to it or to the box.

If the equipment has a QR code, scan it with your phone camera and select “CheckIn” on the database app. Click the barcode icon, ALLOW camera access, and scan the QR code within the database app. The number on the bottom right should increment. You can scan multiple QR codes without closing the database app. Press ok and then “CheckIn” the asset.

If the equipment does not have a QR code, please follow the instructions to enter a new asset in the database below.

Entering a new asset into the database

This procedure adds a new entry (asset) to the database and associates it to a QR code, which needs to be printed and attached to the equipment or the box containing the equipment (or both).

Take a printed QR code from the stack over the black cupboard with all the books on it.

Write one or two words to describe what the equipment is

Using transparent tape stick the QR code to the equipment

Scan the QR code using your phone camera app to open the database with the browser. Don’t add the asset yet.

Select “CheckIn” and press the barcode icon, ALLOW camera access, and scan the QR code within the database app. It should say that the equipment is NOT available and propose to add the information to the database.

Press “ADD”.

Fill in the relevant information about the equipment to be added to the database.

Press “Save Asset”.

Press “Check in”.

Once finished adding the information to the database and having secured the QR code to the equipment, double check that the information is saved correctly by performing either the “CheckIn” or “CheckOut” procedure.

Printing off more QR codes

We have printed off 500 codes, but to print off more:

Go onto the equipment database using any of the previous links and click on the button with three lines in the top right corner to access the main menu. Select ‘Reports’ > ‘Labels’. Choose the options “Avery L6011”, “QR Codes”, “Default camera app”, “New assets” (if you want more codes for new assets - you can also create replacement codes for every item already in the database if you select “Existing assets”).

You are then presented with a customisation page: to make the QR codes for the VR lab, we used: ID style: “sequence”, prefix: “UB”, suffix: “VR”. Make the first number ‘2000’ (and then ‘3000’ if an additional set of 500 QR codes need to be printed). Within ‘Text’, enter “University of Birmingham” into the first line, “School of Psychology” into line 2, and “VR Lab” into line 3. The text is size 6 for lines 1 and 2, and size 16 and bold for line 3.

Press ‘Print Labels’: you will be taken to the print screen for your respective operating system. On Mac, click on the word ‘PDF’ at the bottom of the screen and save the file as a local PDF on your computer in order to later print from UoB printers.

Now that you have the PDF file with the QR codes, go to

https://managedprint.bham.ac.uk:8443/m/⁠

(NOTE: link only works for Chrome browser only; you cannot use Safari). Enter your UoB credentials (the same ones you use to log onto the computers). Press ‘Upload new print job’ and upload the PDF. Wait about 10 seconds and then press ‘Refresh’ in the top right corner.

The file is now ready to print. Go to a printer and tap your UoB card onto the scan point on the left. Select the top option on the printer and then select the files you want to print and press the glowing blue button.

Want to print your doc?
This is not the way.

Try clicking the ⋯ next to your doc name or using a keyboard shortcut (

CtrlP

) instead.