Spacewell Scan

• 1. What is this module about
  • 1.1 QR code configurations
  • 1.2 Fallback and additional service types
  • 1.3 Corporate identity and branding
  • 1.4 The public reporting form
  • 1.5 AI features
  • 1.5.1 With AI features disabled
  • 1.6 Suggestion chip relevance and metrics
  • 1.7 Generating and printing QR codes
  • 1.8 Regenerating a QR code
  • 1.9 Translations
• 2. Automatic emails sent in the workflow(s)
• 3. General Spacewell Scan settings
• 4. Additional information on this module

1. What is this module about

Spacewell Scan lets anyone, without logging in or installing anything, report an issue on a specific area (a room or workplace) or a specific asset (e.g. a coffee machine) by scanning a QR code with their phone camera. Scanning opens a short public web form; submitting it creates a regular request in Asset, which is then picked up and handled by the responsible service group exactly like any other request.

The next parts will go into more detail on some of the core concepts of this module.

1.1 QR code configurations

A QR code configuration is the object that connects a physical QR code to a specific area or asset in Asset. Each configuration contains:

• Object: the Type (Area or Asset) and the specific Object it is linked to, plus a Metrics start date (see 1.6).
• Service type: the fallback service type for this QR code (see 1.2).
• Corporate identity: an optional QR-specific corporate identity (see 1.3).
• QR Code: the automatically generated URL and QR code image for this configuration.
• Service types: the list of additional service types linked to this specific QR code, each showing its service group, request type, priority, scheme, and the number of open and closed requests created for it.

QR code configurations can be reviewed and managed in bulk via the 'QR code configurations' overview (navigation menu 'Requests' → 'Spacewell Scan' → 'QR code configurations'), which lists the URL, Type, Object, fallback service type, and QR code per configuration, and offers bulk actions to link additional service types or set the fallback service type for a selection of QR codes at once.

1.2 Fallback and additional service types

Every QR code configuration must have exactly one fallback service type. This is the service type used:

• as the only option in the service type dropdown when AI features are disabled and no additional service types are linked, and
• as the fallback used by AI when it cannot confidently determine a more specific service type from the reporter's description (see 1.5).

Additional service types can optionally be linked to a QR code configuration to give the reporter (or the AI) more specific options for that object, for example, offering "Coffee machine is out of water," "out of beans," "jammed," and "not turning on" as distinct service types on a coffee machine's QR code, instead of only a generic "Coffee machine issue."

Because AI suggestion chips only ever show a maximum of 4 options at a time (see 1.6), there is limited value in linking many additional service types to a single QR code; the most relevant ones based on actual usage will be prioritized automatically.

1.3 Corporate identity and branding

The public form linked to a QR code shows branding based on a corporate identity. By default, Spacewell’s corporate identity is used. Alternatively, a specific corporate identity can be linked directly to a QR code configuration to override this for that code only.

The corporate identity determines

• The logo shown on the form
• The primary color, used as the banner color at the top of the form
• The secondary color, used as the background color of the form.

1.4 The public reporting form

When a QR code is scanned, a public web form opens directly in the phone's browser; no app and no login is required. The form shows:

• A language switcher (6 languages are supported: EN, NL, DE, FR, SV, ES). The reporter chooses their own language.
• A card identifying the scanned object, including its photo, name, and location (e.g. floor/building for an area, or the building for an asset).
• A description field, where the reporter can type (or use voice input) to describe the issue.
• The option to add photos, either by taking a new photo or uploading an existing one.
• Suggestion chips or a service type selector, the exact behavior of which depends on whether AI features are enabled (see 1.5).
• A 'Send request' button, which creates the resulting request in Asset.

No personal data is collected from the reporter, and there is no login step at any point in this flow.

1.5 AI features

AI features for Spacewell Scan are enabled by default and can be switched off entirely via the 'Disable AI features' option on the Spacewell Scan landing page (navigation menu 'Requests' → 'Spacewell Scan'). When enabled, they add 4 capabilities to the public form:

1. Description cleanup: a button on the description field lets the reporter have AI clean up their text, rewriting emotional or messy input into clear, professional wording while keeping every factual detail and replying in the reporter's chosen language.
2. Smart suggestion chips: based on the object being reported on and its linked service types, up to 4 of the most relevant chips are shown. Tapping a chip automatically fills the description with a clear, help-desk-ready text.
3. Automatic service type and subject: the reporter never selects a service type or writes a subject. When the request is submitted, AI determines both from the description and the object in context. The service type is always chosen from the service types actually linked to that QR code; if AI's confidence is too low, it falls back to the QR code's fallback service type.
4. AI Insight: a single line can be shown above the description field, based on earlier requests for the same object and/or service type, for example, indicating that an issue is already being worked on or is a known recurring issue. This helps avoid duplicate reports. AI Insight is designed to be public-safe: it never exposes ticket counts, names, technical details, or internal timelines, and defaults to showing nothing when there is no relevant history.

1.5.1 With AI features disabled

When AI features are disabled, the form behaves differently:

• No AI Insight line is shown, and no suggestion chips are offered.
• The reporter must select a service type themselves from a dropdown, listing the fallback service type and any additional service types linked to that QR code.
• The description is used as typed, without the option for AI cleanup.
• The subject of the resulting request is automatically set using the pattern "[Service type] : [Object name]" (for example, "Coffee machine is out of water : Nespresso Momento"), rather than an AI-generated subject.

1.6 Suggestion chip relevance and metrics

Each QR code configuration has a Metrics start date, which defaults to the moment the QR code was created. From that moment onwards, the number of open and closed requests per linked service type is tracked (visible in the Service types list on the QR code configuration). This usage data is what determines which service types are shown as suggestion chips, since at most 4 chips can be shown even if many more service types are linked to a QR code.

In most situations, this requires no manual intervention, the most relevant service types naturally surface over time as requests come in. If needed, for example after a recurring issue has been resolved and it should no longer dominate the suggestion chips, the Metrics start date can be changed and the 'Compute metrics' action can be used to recalculate relevance from that new date onwards.

1.7 Generating and printing QR codes

• From the Areas navigation menu list, a selection of areas can be used to generate QR codes in bulk.
• From the Assets navigation menu list, a selection of assets can be used to generate QR codes in bulk.

Once generated, the QR code configurations can be managed in bulk via the 'QR code configurations' overview (available from the Spacewell Scan landing page), which offers the following bulk actions:

• Link selectable service types to selected QR codes
• Set fallback service type for selected QR codes

QR codes can be printed directly from Asset via the 'Print QR codes (large)' or 'Print QR codes (small)' options on the Spacewell Scan landing page. Both print flows allow filtering by object type, object, building, area type, area category, and/or asset category, and let you set the caption text shown below each QR code (default: "Please scan me to report an issue!"). Keep this text concise, as it needs to fit on the printed label.

The following label paper has been tested and is recommended for use with a regular A4 printer:

Always test a print run before ordering or applying labels at scale: custom caption text can change the effective size of the printed QR code, which may affect how well it fits the recommended labels.

It is also possible to use any other (online) print service instead of the built-in print option, by using the QR code URL (available on the QR code configuration, or via 'Export to Excel' from the QR code configurations overview) as input for that service.

1.8 Regenerating a QR code

The 'Regenerate' function on a QR code configuration generates a new QR code URL, invalidating the old one. This is useful when a printed QR code sticker ends up being used outside its intended scope, for example, if it has been placed somewhere it should not be, and a replacement needs to be printed and placed correctly or just to make that printed QR code invalid.

If a regenerate action was performed by mistake, it can be rolled back once. It is not possible to roll forward again after that, so use rollback carefully.

1.9 Translations

Service type names can be translated like other master data in Asset. This affects the Spacewell Scan form as follows:

• With AI features disabled, and if translations are used, the reporter sees the service type dropdown in the language selected on the form, provided a translation for that service type is available in Asset for that language.
• With AI features enabled, suggestion chips are always generated directly in the form's selected language by AI, independent of whether manual translations exist for the underlying service types.

2. Automatic emails sent in the workflow(s)

Requests created via Spacewell Scan follow the same workflow as regular requests created in Asset.

One exception applies: since reporters using Spacewell Scan are anonymous, the requestor of the resulting request is automatically set to the admin user linked to the Spacewell Scan API Connector (by default a user named 'Spacewell integration'). As a result, workflow emails that are normally sent back to the requestor (such as a confirmation email or a request for more information) are sent to noreply@spacewell.com instead of the actual reporter, who remains unknown to the system and cannot be reached. It is not possible for a reporter to identify themselves on the form, for example via an email field. This is not supported by design.

3. General Spacewell Scan settings

Spacewell Scan does not have a separate 'Module settings' page. All settings, including enabling or disabling all 4 AI features via 'Disable AI features', are managed directly via the navigation menu option 'Requests' → 'Spacewell Scan' (see: Spacewell Scan module activation and information).

4. Additional information on this module

More information on the Spacewell Scan module can be found via the following related articles:

• For handling the requests that result from a scan, see the existing manual: Requests
• For more detailed implementation information (including how to enable the module, prerequisites, and more information on the navigation menu options), see: Spacewell Scan module activation and information