Labels and scanning

Every asset automatically gets a QR code and a barcode. Scanning either one pulls that item up, which makes check-in, check-out, and audits fast. The QR code opens the asset’s page directly (it holds the item’s link).

Printing labels

Anyone can print labels:

1. In the Assets list, tick the checkboxes for the items you want.
2. Use Bulk Actions → Print Labels (or Print Label on a single asset’s page).
3. The system makes a PDF of the labels. Print it.

The inventory is already set for a 1.5" × 1" label with the QR code, barcode, and the item’s name and serial.

Setting up the Zebra ZD421 (one-time)

The label printer is a Zebra ZD421 thermal printer. Getting it ready is a one-time job, usually done on the computer that also has the scanner:

1. Connect the ZD421 to the computer by USB.
2. Install Zebra Setup Utilities (Windows) or the Zebra driver / CUPS (macOS).
3. Load the label roll, run Calibrate so the printer learns the gap between labels, and print a test label.
4. In the print dialog, set the media size to 1.5 × 1 in.
5. When you print from Snipe-IT, print at 100% / Actual size — never “Fit to page”, which rescales the barcode and can make it unreadable.

Buying more label rolls

Any direct-thermal roll with a 1" core, 5" maximum outer diameter, and up to 4.6" wide fits this printer. We currently use 1.5" × 1". Some alternatives:

If you switch sizes, tell Francisco so the label layout in Snipe-IT gets updated to match. The ZD421 is a direct-thermal printer (no ink ribbon); confirm the model before buying if you’re unsure.

Scanning

Handheld reader (Zebra DS3608). It works like a keyboard — plug it in over USB, no setup. Scan an item’s barcode into the search box in Snipe-IT and it jumps straight to that item.

Your phone. Open the camera, point it at the label’s QR code, and tap the link that appears. It opens that asset’s page at inventory.nuilab.org — sign in once and you stay signed in. This works for any QR code, printed or on screen.