Pre-use Checks and QR Tags
Build pre-use checklists, print QR tags for your machines, and see how a failed check stops a machine going out
On this page
Pre-use checks make sure every machine is looked over before it leaves the shed — staff scan the machine's QR tag in the TurfWise mobile app, work through a short checklist, and TurfWise stops the machine going out if something critical fails.
Here's how the pieces fit together:
- You build a checklist for each type of machine.
- You print a QR tag for each machine and stick it on.
- Staff scan the tag in the mobile app and complete the check.
- A failed check raises a fault and can keep the machine off the course.
Everything on this page is included on every plan. Managers and admins build checklists and make tags; staff, managers and admins can all scan and complete checks.
How do I create a checklist?
Open Team & kit > Machinery > Checks > Checklists.
You start with a checklist for each type of machine
Every club comes with a TurfWise standard pre-start checklist for each machine type — mowers, tractors, utility vehicles, sprayers, blowers and the rest (not vehicles or "other"). They're yours to change: edit the items, add your own, or switch one off. If your club already had a checklist for a type, yours was kept and no second one was added.
Click New checklist
Choose the Machine Type it's for — mower, tractor, sprayer and so on — and give it a Checklist Name, such as "Daily Mower Pre-Start Check".
Add the check items
Type each thing to check and add it. Keep them short and specific: "Blades undamaged and secure", "No hydraulic leaks".
Mark what matters most
Tick Critical (fail blocks use) on anything that should stop the machine being used if it fails. Tick Requires photo where you want evidence.
Save
Click Create Checklist. Every machine of that type now uses it.
To change a checklist later, click Edit checklist. Changes apply to new checks. Items that have already been used in a recorded check are archived rather than deleted, so past results keep their wording.
Editing a checklist means a fresh check
A job can only start on a machine that's passed the current version of its checklist. Once you save changes, each machine of that type needs a new check before it can be used on a job.
One checklist per machine type
If you have more than one active checklist for the same machine type, the oldest one is used. Keep it to one per type to avoid confusion.
How do I make QR tags?
Open Team & kit > Machinery > Checks > QR Tags. You generate and print tags right here — there's nothing to order.
Click Generate Tags
Choose One per machine. Every machine without a tag is ticked for you — untick any you want to leave out. Each tag is attached to its machine straight away and prints with the machine's name. Or choose Blank tags, enter how many you want, and attach them to machines later.
Print the sheet
Click Print sheet, choose Selected tags or All unassigned tags, then Open PDF. It's an A4 sheet with the machine's name above each code. Print at 100% and cut along the green lines.
Stick them on
Stick each tag on its machine, somewhere the operator can easily reach with their phone.
Save time
Tag the whole fleet in one go: Generate Tags › One per machine picks every untagged machine, attaches a tag to each, and gives you one A4 sheet to print. There's no need to attach blank tags one by one.
Attaching a tag to a machine
Blank tags need attaching before they'll work. Open the machine, and in the Security Tag section on its Overview tab click Attach Tag. Pick one of your unassigned printed tags, or type the code printed under the QR.
You can also generate and Print tag for a single machine from the same place. If a tag gets damaged, use Change Tag — the old tag is retired when the new one is attached.
Managing tags
The QR Tags page shows Total Tags, Assigned, Unassigned and Lost/Retired. From each tag's menu you can Detach from Machine, Mark as Lost, Mark as Retired or Delete Permanently.
Already have pre-printed tamper-evident barcode seals? Click Import existing barcodes and enter them as a Numeric Range or a CSV/List. New tags should be generated as QR codes instead.
What happens when someone scans a tag?
In the TurfWise mobile app, the operator scans the machine's tag. Before the checklist opens, TurfWise checks that:
- the machine isn't marked as in repair
- it has no unresolved Critical fault — if it does, they're told not to use it until a manager clears it
- they've met any training requirements set for that type of machine — if not, they're told what's missing
If all's well, they work through the checklist, add photos where asked, and submit.
How is the check marked?
- Pass — nothing failed
- Partial — something failed, but nothing marked critical. A Medium fault is raised so it gets looked at.
- Fail — at least one critical item failed. A Critical fault is raised, the machine is set to repair, and managers are alerted.
A failed critical check halts the job
A job with a machine assigned can only be started when that machine is Active, has no unresolved critical fault, and has a Pass or Partial check on its current checklist from the last seven days. That applies whether the job is started on the phone or on the desktop — so a failed check really does keep the machine off the course.
Warnings on the job card
When a job has a machine assigned, the mobile app shows warnings on the job card — for example if the machine isn't operational, has open faults, is overdue or due a service, or failed its last check. They're there so the operator knows before they get on it.
Where do I see completed checks?
Open Team & kit > Machinery > Checks > Checks. The fleet page also shows how many machines in use have been checked today. Across the top you'll see Checked today, Overdue (machines with no recent check), Open faults and Checks this week.
Filter by Pass, Fail or Partial, or search by machine, checklist or operator. Click any check to see each item's result, which items were critical, and any notes.
Common questions
- A job won't start because no checklist is configured — there's no active checklist for that machine's type. Create one on Checklists.
- A job won't start even though the machine looks fine — check it's had a Pass or Partial check on its current checklist in the last seven days. If you've just edited the checklist, it needs a new check.
- A tag won't scan to the right machine — open the machine and check the code under Security Tag matches the sticker.