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How to Assign a Form to Locations or Assets

How to Assign a Form to Locations or Assets

Connect your forms to specific locations or assets to enable targeted data collection with unique URLs and QR codes.

Quick Summary

Open a form, go to the Form Associate tab, and add locations or assets. Each assignment generates a unique link and QR code.

Before You Begin​

Requirements
  • You must have update permission for forms
  • The form must be a Regular Form (Work Order SOPs are assigned differently)
  • At least one location or asset must exist in your organization

Step-by-Step Guide​

Step 1: Open the Form​

  1. From the left sidebar, click Forms
  2. Find the form you want to assign
  3. Click on the form name to open the detail view

Step 2: Go to the Form Associate Tab​

  1. Click the Form Associate tab at the top of the form detail page
  2. You'll see a list of current assignments (if any)

Step 3: Add New Assignments​

  1. Click the Add Assignment button
  2. Choose the assignment type:
    • Location — Assign to a building, floor, or room
    • Asset — Assign to specific equipment or items
  3. Select one or more items from the dropdown
  4. Click Save

Assignment Types​

TypeBest ForExample
LocationArea-based inspections, room checklists"Restroom Cleaning Checklist" for each restroom
AssetEquipment-specific forms, maintenance logs"HVAC Inspection" for each AC unit
BothFlexible forms that apply to either"General Safety Audit"
tip

When a form is set to "Both" during creation, you can mix location and asset assignments freely.

Working with Assignments​

View Assignment Details​

Each assignment row shows:

ColumnDescription
NameLocation or asset name
TypeLocation or Asset
QR CodeClick to view/download the QR code
LinkCopy the unique submission URL
ResponsesNumber of submissions for this assignment

Download QR Codes​

  1. Click the QR Code icon next to any assignment
  2. Choose Download QR Code
  3. Print and post at the location or on the asset
QR Code Usage

When someone scans the QR code, they're taken directly to the form with the location/asset pre-filled. This ensures responses are correctly linked.

  1. Click the Copy Link icon next to any assignment
  2. The unique URL is copied to your clipboard
  3. Share via email, messaging, or embed in other systems

Remove an Assignment​

  1. Find the assignment in the list
  2. Click the Delete icon (trash can)
  3. Confirm the removal
caution

Removing an assignment doesn't delete existing responses, but the QR code and link will no longer work.

Real-World Examples​

Example 1: Restroom Cleaning Checklist​

Situation: You manage a building with 12 restrooms and need cleaners to log their work at each one.

Solution:

  1. Create a form titled Restroom Cleaning Log
  2. Set assignment type to Locations
  3. Go to Form Associate tab
  4. Click Add Assignment
  5. Select all 12 restroom locations
  6. Download QR codes for each
  7. Print and post QR codes inside each restroom

Result: Cleaners scan the QR code after cleaning. Each scan is automatically linked to the correct restroom, and you can track cleaning frequency by location.

Example 2: Equipment Inspection by Asset​

Situation: You have 25 fire extinguishers that need monthly inspections.

Solution:

  1. Create form: Fire Extinguisher Monthly Check
  2. Set assignment type to Assets
  3. Go to Form Associate tab
  4. Add all 25 fire extinguisher assets
  5. Download and print QR code labels
  6. Attach labels to each extinguisher

Result: Inspectors scan the label on each extinguisher, complete the inspection form, and responses are automatically tracked per asset with full maintenance history.

Example 3: Multi-Location Feedback Form​

Situation: You want customer feedback for your 3 building lobbies.

Solution:

  1. Create Visitor Feedback Form as a Regular Form
  2. Set assignment type to Locations
  3. Assign to: Main Lobby, East Wing Lobby, West Wing Lobby
  4. Download QR codes
  5. Create table tent displays for each lobby with the QR code

Result: Visitors in each lobby can scan and submit feedback. You can filter responses by location to compare satisfaction across lobbies.

Bulk QR Code Download​

For forms with many assignments:

  1. Go to the Form Associate tab
  2. Click Export QR Codes
  3. Download a ZIP file containing all QR codes
  4. Each file is named with the location/asset for easy identification
Plan Requirement

Bulk QR code export is available on Basic plan and above.

Need help? Contact Infodeck Support

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