QTAG User Manual — June 2026

0. Documentation map & related resources

This manual is one part of QTAG help. Use the entries below together:

• Support centre — support.html (hub)
• Help centre (FAQs) — support-help.html
• Tips — support-tips.html
• App usage — support-app-usage.html
• Standardization — support-standardization.html
• In-app Help — toolbar Help icon on Assets, Sites, Inspections, Registers, Reports, etc.; content lives in Front_End/helper/help-content.js in the repository.
• Master index (Markdown) — Help-support.md / Help&support.md at the project root lists every keyed screen, production URLs, and how to update documentation.

Production URLs use your deployed host (for example https://www.my-qtag.com/support.html).

1. Getting Started

1.1 Login and Navigation

To access QTAG, navigate to the login page and enter your credentials. Once logged in, you'll see the main dashboard with navigation options in the sidebar.

1.2 Dashboard Overview

The Admin Panel (dashboard) shows urgent Notifications — overdue and due-within-14-days inspections, re-cert expiry, untested assets, and licence expiry — plus a short Upcoming Inspections list. Use the sidebar for Sites, Assets, Inspections, User List, Roles, Contact List, Notifications, Reports, Tag Management, Modules, Invoices, and other tools your role allows.

1.3 User Profile

Click your avatar (top-right) to change password, open Membership Status, or log out. Sidebar visibility depends on your assigned Role permissions.

2. Site Management

2.1 Understanding Sites

Sites in QTAG represent physical locations or facilities where your assets are located. This helps organize your assets geographically and provides better management capabilities.

2.2 Sites page layout

The Sites page uses a master–detail layout:

• Left panel: Searchable site list; click a site to open its detail
• Right panel: Site information, locations, and tested assets only at each location
• Stat cards: Organisation-wide asset counts (tested assets)
• Mobile: List fills the screen first; use ← Sites to return from detail

2.3 Creating and editing sites

To create or update a site:

1. Open Sites from the sidebar
2. Use Add Site (or select a site and edit)
3. Enter site name, code, address, and contact details as required
4. Add locations within the site for finer asset grouping
5. Save — the site appears in the left list

2.4 Managing sites and locations

From site detail you can:

• Edit site and location details
• View tested assets linked to each location
• Navigate to asset lists filtered by site where links are provided

2.5 Assigning assets to sites

When creating or editing assets, assign site and location in the asset form. Use column filters on Assets to view by site.

3. Asset Management

3.1 Adding New Assets

To add assets individually or in bulk:

1. Open Assets
2. Use Add New Asset, or Import Excel / Import CSV for bulk load
3. Set category, name, frequency, site/location, and assign a QTAG from your pool (order via BUY TAGS, confirm on Tag Management)
4. Add photos or documents if needed
5. Save

3.2 Editing Assets

To edit an existing asset:

1. Find the asset in the assets table
2. Click the edit button (pencil icon)
3. Make your changes to any field
4. Update photos or documents if needed
5. Click "Update Asset"

3.3 Asset Categories and Types

Assets are organized by categories and types:

• Electrical:
  • Insulation testers
  • Multimeters
  • Electrical safety equipment
  • Portable appliance testers
• Fire:
  • Fire extinguishers (various types)
  • Fire blankets
  • Fire safety equipment
  • Emergency lighting
• Ladder:
  • Step ladders
  • Extension ladders
  • Platform ladders
  • Specialty ladders
• Lifting & Rigging:
  • Chain hoists
  • Ropes and slings
  • Shackles and connectors
  • Lifting equipment

3.4 Photo and Document Management

You can attach photos and documents to assets:

• Photos: Upload images of the asset for visual identification
• Documents: Attach manuals, certificates, or other relevant documents
• File Types: Supports JPG, PNG, PDF, DOC, DOCX files
• File Size: Maximum 10MB per file

3.5 Asset Search and Filtering

Use global search, per-column filters, and sortable headers. The QTAG column sorts numerically (1, 2, 10). Row actions include details, test/inspection, history, photos, documents, edit, and QTAG assign / report lost.

4. Inspection Workflow

4.1 Register Types

QTAG supports different register types for various inspection categories. Each register has specific fields and requirements:

• Electrical Register: For electrical safety equipment and testing
• Fire Register: For fire safety equipment and extinguishers
• Ladder Register: For ladder safety inspections
• Lifting & Rigging Register: For lifting equipment and rigging inspections

4.2 Accessing Inspections

To open inspection registers:

1. Open Inspections from the sidebar
2. Click the category card for the register you need (Electrical, Fire, Ladder, Lifting & Rigging, etc.) — only active categories from Category Setup appear
3. Optionally filter by site within the register
4. Record tests from the register or use Test/Inspection on an asset row in Assets

4.3 Performing Inspections

To perform an inspection:

1. Find the asset in the register that needs inspection
2. Click the "Inspect" button for that asset
3. Fill in the inspection form with required details:
   • Inspection Date: Date the inspection was performed
   • Inspector Name: Name of person performing inspection
   • Result: Pass, Fail, or Conditional
   • Comments: Any notes or observations
   • Next Inspection Date: When the next inspection is due
4. Upload photos if required or desired
5. Click "Save Inspection" to record the results

4.4 Inspection Scheduling

Inspections are automatically scheduled based on frequency:

• Monthly: Inspections due every month
• Quarterly: Inspections due every 3 months
• Yearly: Inspections due annually
• Custom: Set specific intervals for special cases

4.5 Color Coding System

The system uses color coding to indicate inspection status:

• Red: Overdue inspections (past due date)
• Orange: Inspections due soon (within 7 days)
• Green: Up-to-date inspections
• Blue: Inspections scheduled for future dates

4.6 Inspection History

View complete inspection history for any asset:

• Click on an asset to view its detailed history
• See all past inspections with dates and results
• Download inspection reports for compliance purposes
• Track trends and patterns in inspection results

4.7 Failed Inspections

When an asset fails inspection:

• Mark the result as "Fail" in the inspection form
• Add detailed comments explaining the failure
• Upload photos of any damage or issues
• Set a follow-up inspection date if needed
• Consider removing the asset from service if necessary

5. Report Generation

5.1 Exporting Data

You can export asset data in multiple formats:

• Excel: For detailed analysis and editing
• PDF: For official reports and documentation
• CSV: For data import into other systems

5.2 Generating Reports

To generate reports:

1. Navigate to the Reports page
2. Select the report type you want to generate
3. Choose your filters:
   • Date Range: Select start and end dates
   • Site: Filter by specific locations
   • Category: Filter by asset type
   • Status: Filter by inspection status
4. Select the output format (Excel, PDF, CSV)
5. Click "Generate Report" to create and download

5.3 Available Report Types

QTAG provides several report types:

• Asset Register: Complete list of all assets
• Inspection Report: Inspection history and status
• Overdue Inspections: Assets requiring immediate attention
• Site Summary: Assets and inspections by location
• Compliance Report: Overall compliance status
• Maintenance Schedule: Upcoming inspection dates

5.4 Excel Templates

Download Excel templates for bulk data entry. Templates include:

• Pre-defined dropdown lists for consistency
• Data validation to prevent errors
• Sample data to guide your entries
• Formulas for automatic calculations
• Color coding for easy identification

5.5 Scheduled Reports

Set up automatic report generation:

• Schedule reports to be generated daily, weekly, or monthly
• Automatically email reports to specified recipients
• Generate compliance reports for regulatory requirements
• Create custom report schedules for different stakeholders

6. Membership & Subscriptions

6.1 Understanding Your Membership

Subscription plans control asset limits and billing:

• Trial — evaluation period with limited assets
• Standard, Silver, Gold — tiered asset caps
• Unlimited — no asset cap on the plan

Inspection registers (Electrical, Fire, etc.) come from Category Setup, not from purchasing separate “register modules”.

6.2 Viewing Your Membership Status

To check your membership status:

1. Click on your user icon in the top-right corner
2. Select "Membership Status" from the dropdown
3. View your current plan, features, and usage limits
4. See your subscription renewal date

6.3 Modules page (subscription plans)

The Modules page shows available subscription tiers, asset limits, and upgrade/checkout options (Stripe). Requires Edit Subscription on your role for changes. This is separate from Category Setup, which controls which inspection categories are active.

6.4 Upgrading Your Subscription

To upgrade your subscription:

1. Go to the Modules page
2. Review available upgrade options
3. Select the plan that meets your needs
4. Complete the payment process
5. New features will be available immediately

6.5 Usage Limits and Monitoring

Monitor your usage to stay within limits:

• View current asset count vs. your limit
• Check user count and remaining slots
• Monitor storage usage for photos and documents
• Track API usage for integrations

6.6 Billing and Invoices

View organisation invoices on the Invoices page (read-only): filter by type (QTAG tag purchase vs subscription) and payment status, open detail, and download PDFs. Requires View Invoices. Update payment methods through subscription checkout flows where offered.

7. Administrative Functions

7.1 User List and Roles

User List — create login accounts, assign roles, manage trade licences, reset passwords, activate/deactivate users. Requires View Users.

Roles — define a permission matrix (13 flags), including View Users, Edit Assets, Edit Tags, View Invoices, Edit Subscription, Edit Contacts, View Reports, and category edit rights. Administrators edit the matrix; assign roles on User List.

7.2 Contact List

Contacts receive billing, licence, and tag-order emails — they are not app logins. Set Invoicing, Test licences, and Tag stores flags. Requires Edit Contacts.

7.3 Tag Management and orders

• BUY TAGS — order physical QTAG labels (Stripe checkout)
• Tag Management — pool, on-order delivery confirmation, assigned/lost tags, assignment history
• Assign or report lost tags from the QTAG column on Assets (requires Edit Tags)

7.4 Notifications

The Notifications page lists all alerts with search and summary counts. Mark as Read is stored in your browser only. Alerts refresh periodically from the server.

7.5 Category Setup

Administrators configure frequencies, categories, equipment types, and inspection steps. Only active categories appear on the Inspections hub.

7.6 Site Management

Create and manage sites using the master–detail Sites page (see section 2).

7.7 In-app Help

Each major screen has a toolbar Help icon with current guidance for that page. Video tutorials are planned for a future release.

8. Troubleshooting

8.1 Common Issues and Solutions

Login Problems

Issue: Cannot log in to the system

Solutions:

• Verify you're using the correct email address and password
• Check for typos in your credentials
• Try resetting your password using the "Forgot Password" link
• Clear your browser cache and cookies
• Contact your administrator if account is locked

Data Not Loading

Issue: Pages or data not loading properly

Solutions:

• Check your internet connection
• Refresh the page (Ctrl+F5 or Cmd+Shift+R)
• Clear browser cache and cookies
• Try a different browser
• Disable browser extensions temporarily

Edit Function Not Working

Issue: Cannot edit assets or inspections

Solutions:

• Ensure all required fields are filled
• Check that you have permission to edit
• Verify the asset is not locked by another user
• Try logging out and back in
• Contact support if the issue persists

File Upload Issues

Issue: Cannot upload photos or documents

Solutions:

• Check file size (must be under 10MB)
• Verify file format (JPG, PNG, PDF, DOC, DOCX)
• Ensure stable internet connection
• Try uploading one file at a time
• Check available storage space

Report Generation Problems

Issue: Reports not generating or downloading

Solutions:

• Check that you have data to report on
• Verify your date range selection
• Ensure pop-up blockers are disabled
• Try a different browser
• Check your internet connection

8.2 Browser Compatibility

QTAG works best with modern browsers. Recommended browsers:

• Chrome: Version 90 or later (recommended)
• Firefox: Version 88 or later
• Safari: Version 14 or later
• Edge: Version 90 or later

8.3 Performance Optimization

To improve system performance:

• Close unnecessary browser tabs
• Clear browser cache regularly
• Disable unnecessary browser extensions
• Ensure stable internet connection
• Use a modern, updated browser

8.4 Mobile Device Issues

When using QTAG on mobile devices:

• Use landscape orientation for better viewing
• Ensure stable internet connection
• Close other apps to free up memory
• Use the latest version of your mobile browser
• Consider using the desktop version for complex tasks

8.5 Data Recovery

If you accidentally delete data:

• Check if the data is in the system trash/recycle bin
• Contact your administrator for data recovery options
• Check if you have recent backups
• Contact support for assistance with data recovery

8.6 Getting Help

If you need additional support:

• Email: support@my-qtag.com
• Business Hours: Monday - Friday, 9:00 AM - 5:00 PM (AEST)
• Response Time: Within 24 hours during business days
• Emergency Support: Available for critical issues
• Documentation: Check this manual and other help resources

8.7 System Requirements

Minimum system requirements:

• Internet Connection: Stable broadband connection
• Browser: Modern browser with JavaScript enabled
• Screen Resolution: Minimum 1024x768 pixels
• JavaScript: Must be enabled
• Cookies: Must be enabled for proper functionality