Reporting a defect by QR scan
For everyoneReporting a defect with a QR sticker
Section titled “Reporting a defect with a QR sticker”If you spot a broken light fitting, a missing fire extinguisher, or a damaged classroom chair, the fastest way to report it is the QR sticker.
The flow
Section titled “The flow”- Scan the QR code on the item or in the room. Your phone opens a Keystone page.
- The page tells you what the QR points at — e.g. “You’re reporting an issue with Fire extinguisher #14, Highview Year 5 classroom”. Confirm that’s right.
- Sign in if you aren’t already. The portal handles this — SSO, local login, whatever your trust uses.
- Describe the problem in plain words. “The lid is cracked” is enough; you don’t need to write a service ticket.
- Choose a severity: low, medium, or high. Pick honestly. A broken light fitting in a stairwell is medium-to-high; a wobbly chair is low.
- Optionally add a photo and let the browser share your location if it asks. Both make the estate team’s life easier.
- Submit. You land on the ticket — same one any other reporter would have raised — and the estates team picks it up.
Why we ask you to sign in
Section titled “Why we ask you to sign in”You can scan and view the form anonymously, but submission needs auth. That’s there to stop abuse — anyone walking past a QR sticker could otherwise spam the helpdesk anonymously. Signing in costs you nothing (your usual login) and gives the team someone to follow up with if they need more detail.
What if the QR is broken or expired
Section titled “What if the QR is broken or expired”If the link comes back saying “This QR link is invalid or has expired”, two things might be wrong: the sticker has been replaced and the old one is no longer valid, or the item it pointed at has been removed from the register. Either way, raise the ticket the normal way via Raise a request on the portal home.
Gotchas
Section titled “Gotchas”- Photos are capped at 5 MB. Larger files won’t upload; resize and try again.
- Location is captured only if you tell the browser to allow it — Keystone never asks elsewhere.
- The QR sticker doesn’t know who’s nearby. If it points at “Fire extinguisher #14” but you can see the sticker was clearly moved from another room, leave a note in the description.