---
title: "Set Up a Barcode Scanner with QR Codes"
slug: "form-builder-how-to-set-up-a-barcode-scanner-with-qr-codes"
updated: 2026-10-28T14:24:14Z
published: 2026-10-28T14:24:14Z
canonical: "help.quickbase.com/form-builder-how-to-set-up-a-barcode-scanner-with-qr-codes"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Set Up a Barcode Scanner with QR Codes

You can label your equipment with barcodes or QR codes, then have a form fill itself in when a technician scans one. This article covers the full setup, from the source spreadsheet to the mapped form.

## How scan-to-populate works

Three pieces work together:

- **A lookup list** holds your reference data. It has one row per asset, with the code in one column and the asset's details in the others.
- **A Barcode field** on your form captures the scanned code.
- **A lookup mapping** ties them together. It tells FastField to search the list for the scanned code, then fill other fields on the form with values from the matching row.

For example, a technician scans a QR code on a compressor. The form fills in the make, model, and location before they answer a single question.

Barcodes and QR codes both work.

## Build your reference spreadsheet

Create a spreadsheet with one row per asset. Put the value each code holds, usually a serial or asset number, in its own column. Put each detail you want the form to fill in another column.

| Serial Number | Make | Model | Location |
| --- | --- | --- | --- |
| MC-10241 | Carrier | 48TC-D08 | Building A roof |
| MC-10242 | Trane | YSC060 | Building B roof |

Save it as an .xlsx or .csv file. Those are the formats FastField accepts.

## Generate the codes

Generate a barcode or QR code for each value in your code column. Many free tools can do this. Print the codes and attach them to the matching equipment.

> [!WARNING]
> Important
> 
> The code must contain exactly the value in your spreadsheet column. A trailing space or a different prefix means the lookup finds nothing.

## Upload the spreadsheet as a lookup list

1. In the portal, go to **Lists**.
2. Upload your spreadsheet as a lookup list and give it a name, such as *Equipment register*.

You can also use a Data Table as the source.

## Build the form

1. In the Form Builder, select **Add Field** in the side bar.
2. Under Scanning, select **Barcode**. This is where the technician scans.

![](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/barcode-01-add-field.png?sv=2026-02-06&spr=https&st=2026-10-30T02%3A44%3A42Z&se=2026-10-30T03%3A44%3A42Z&sr=c&sp=r&sig=AXfifCOaVbyREDzhWzl7cFrCtt2z%2BFYftxwqWk%2BRp%2FQ%3D)

*The Add Field tab with Barcode selected under Scanning*

1. In **Field Label**, enter a clear name, such as *Serial Number*.

1. Add a field for each detail you want filled in. Use a [Static Text field](/fastfield/docs/en/form-builder-static-text) for values the technician only needs to read. Use a Text field if they may need to correct the value.
2. Give each field a clear name so you can find it when you set up the mapping.

> [!NOTE]
> Tip
> 
> Rename your field keys before you set up the mapping. A key like *serial_number* is easier to work with than *barcodereader_1*.

## Set up the lookup mapping

1. In the Form Builder toolbar, select **Settings**, then **Lookup Mappings**.

![](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/barcode-03-settings-menu(1).png?sv=2026-02-06&spr=https&st=2026-10-30T02%3A44%3A42Z&se=2026-10-30T03%3A44%3A42Z&sr=c&sp=r&sig=AXfifCOaVbyREDzhWzl7cFrCtt2z%2BFYftxwqWk%2BRp%2FQ%3D)

*The Settings menu in the toolbar, with Lookup Mappings selected*

1. Select **Add Mapping**.

![](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/barcode-04-lookup-mappings(1).png?sv=2026-02-06&spr=https&st=2026-10-30T02%3A44%3A42Z&se=2026-10-30T03%3A44%3A42Z&sr=c&sp=r&sig=AXfifCOaVbyREDzhWzl7cFrCtt2z%2BFYftxwqWk%2BRp%2FQ%3D)

*The Lookup Mappings panel with the Add Mapping button*

1. In **Mapping Name**, enter a name, such as *Equipment lookup*.
2. In **Lookup Type**, keep **Lookup Data File**, or select **Data Table** if your data is in a Data Table.
3. In **Lookup List**, select the list you uploaded.
4. Under Search Mappings, set **Field** to your Barcode field. Set **Column** to the column that holds the codes.
5. Under Display Mappings, set **Field** to a form field and **Column** to the column that fills it. Select **Add Display Mapping** for each other field.
6. Select **Save**.
7. Select **Save Draft**, then **Publish**.

![](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/barcode-05-new-mapping(1).png?sv=2026-02-06&spr=https&st=2026-10-30T02%3A44%3A42Z&se=2026-10-30T03%3A44%3A42Z&sr=c&sp=r&sig=AXfifCOaVbyREDzhWzl7cFrCtt2z%2BFYftxwqWk%2BRp%2FQ%3D)

*A new mapping with the Assets lookup list, the Serial Number field searching the Asset ID column, and the Make field filled from the Asset Name column*

Learn more about [lookup mappings](/fastfield/docs/en/form-builder-use-lookup-mappings-to-auto-populate-fields-with-data).

## Add the fields with the Assistant

You can ask the Assistant to add the Barcode field and the fields it fills.

1. Select **Assistant** in the side bar.
2. Describe what you want, for example *At the end of the Equipment section, add a Barcode field called Serial Number, then Static Text fields called Make, Model, and Location*.
3. Send the message.

![](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/barcode-06-assistant(1).png?sv=2026-02-06&spr=https&st=2026-10-30T02%3A44%3A42Z&se=2026-10-30T03%3A44%3A42Z&sr=c&sp=r&sig=AXfifCOaVbyREDzhWzl7cFrCtt2z%2BFYftxwqWk%2BRp%2FQ%3D)

*The Assistant tab after adding a Serial Number barcode field and Make, Model, and Location static text fields, with the new fields on the canvas*

The Assistant can't set up lookup mappings. Use **Settings** > **Lookup Mappings** for that step.

> [!NOTE]
> Note
> 
> Assistant changes aren't saved until you select **Save Draft**.

## Test the scan

Open the form in the FastField mobile app and scan one of your codes. The mapped fields fill in from the matching row.

If nothing fills in, check these in order:

1. The scanned value matches the list column exactly, with no extra characters.
2. The search mapping uses the Barcode field, not another field.
3. The device has a connection, if the mapping uses a remote lookup.

## What's next

- [Bar code reader](/fastfield/docs/en/form-builder-bar-code-reader)
- [Use lookup mappings to auto-populate fields with data](/fastfield/docs/en/form-builder-use-lookup-mappings-to-auto-populate-fields-with-data)
- [Lookup list selector](/fastfield/docs/en/form-builder-lookup-list-selector)