Warehouse Scanner

The Warehouse Scanner is a unified scanning tool for all warehouse operations — check-in, check-out, stocktakes, and location lookups. It supports three input modes: manual text entry, device camera, and RFID readers. Combined with continuous scan mode and configurable user preferences, the scanner turns any device into a fast, reliable warehouse scanning station.

Accessing the scanner

To open the Warehouse Scanner, navigate to Warehouse > Scanner from the left-hand sidebar. The scanner page displays the active scan mode, input area, scan results, and preference controls. On mobile devices, the interface is optimised for one-handed operation with large touch targets and full-screen camera mode.

Scanner modes

The scanner supports three modes, selectable from the mode toggle at the top of the scanner page. Each mode determines how codes are captured.

Manual mode

Manual mode provides a text input field where you can enter codes by typing, pasting, or using a connected Bluetooth or USB barcode scanner. When a hardware scanner is connected, it sends keystrokes directly into the input field, so scanning a barcode or QR code with the hardware device automatically populates the field. Manual mode is the most reliable fallback — it works in any environment, on any device, without camera or RFID hardware.

Camera mode

Camera mode activates the device camera to scan QR codes and barcodes visually. The camera viewfinder occupies the main area of the scanner page, with a crosshair overlay to guide code positioning. Camera mode includes the following controls:

• Flash/torch toggle — Activates the device torch for scanning in low-light warehouse environments. Brightness can be adjusted using the slider control.
• Zoom control — Adjusts the camera zoom level between the minimum and maximum supported by the device. Useful for scanning codes on high shelves or at a distance.
• Auto-detect capabilities — The scanner automatically detects the camera’s supported features (flash availability, zoom range, resolution) and adjusts the controls accordingly.

Important: Camera mode requires a secure connection (HTTPS). If you are accessing NexusRMS over an insecure connection, the browser will block camera access. All NexusRMS production domains use HTTPS by default.

RFID mode

RFID mode processes radio frequency identification tags using a connected RFID reader. NexusRMS supports two connection methods:

• Keyboard HID mode — The RFID reader acts as a keyboard input device, sending tag data as keystrokes. This is the most common method and is supported by popular readers such as the Zebra MC3300, TC52, and RFD8500. No additional drivers or configuration are required — simply connect the reader via USB or Bluetooth and start scanning.
• Serial protocol mode — Fixed USB RFID readers that communicate via serial connection. This mode is used for permanent, desk-mounted readers at warehouse entry and exit points. Serial readers require initial configuration in Configuration > Warehouse Settings > Scanner Configuration.

RFID mode is ideal for high-volume operations where scanning items individually with a camera is too slow. Multiple tags can be read simultaneously, making it efficient for bulk check-in, check-out, and stocktake operations.

Continuous scan mode

Continuous scan mode allows you to scan multiple items in rapid succession without pausing between scans. When enabled, the scanner immediately looks for the next code after processing the current one. This is essential for bulk warehouse operations such as stocktakes, batch check-outs, and receiving deliveries.

Continuous scan mode includes the following features:

• Queue management — Scanned codes are added to a processing queue. If the system is still processing the previous scan when a new one is captured, the new code is queued and processed in order. This prevents missed scans during rapid scanning.
• Progress tracking — A progress indicator shows how many items have been scanned and how many are pending in the queue. This helps you track partial completion during large operations.
• Sound feedback — An audio beep confirms each successful scan, so you know the code was captured without looking at the screen.
• Vibration feedback — A haptic vibration pulse on mobile devices provides tactile confirmation alongside the audio beep.

User preferences

Scanner preferences are saved per user and persist across sessions. To configure your preferences, tap the settings icon on the scanner toolbar or navigate to Warehouse Settings > Scanner Settings. The following options are available:

• Default Scan Mode — Choose between single (one scan at a time, manual confirmation) and bulk (continuous scanning mode). Default: single.
• Auto-Submit Scan — When enabled, scanned codes are processed immediately without requiring a manual confirmation tap. When disabled, each scanned code appears in the input field and you must tap Submit to process it. Default: enabled.
• Sound Feedback — Toggle the audio beep on successful scan. Disable this in noise-sensitive environments. Default: enabled.
• Vibration Feedback — Toggle the haptic vibration pulse on successful scan. Only available on mobile devices that support vibration. Default: enabled.

Scanner test mode

Before using the scanner in a live operation, you can verify that your scanning hardware and camera work correctly. In Warehouse Settings (the Manage page), find the Scanner Settings section and click Test Scanner. This opens a live camera preview that displays the raw output of scanned codes without modifying any data. Use test mode to:

• Verify camera focus and resolution are sufficient for your QR/barcode labels.
• Test flash and zoom controls in your actual warehouse lighting conditions.
• Confirm RFID reader connectivity and tag detection range.
• Check that Bluetooth barcode scanners are sending data to the correct input field.

Scan log tracking

Every scan event is recorded in a JSON log that captures the scan timestamp, scanner mode used, scanned code value, matched equipment (if any), operation type (check-in, check-out, count, lookup), and the user who performed the scan. Scan logs are retained for the duration configured in your data retention settings and can be exported for audit or analysis purposes.

The scan log is accessible from the scanner page under the History tab, which shows a chronological list of recent scans with their results. On the equipment detail page, you can also view all scans associated with a specific item.

Warehouse operations via scanner

The scanner integrates with the following warehouse operations:

• Check-in — Scan returning equipment to mark it as received and available. The item’s location is updated to the active warehouse.
• Check-out — Scan departing equipment to mark it as dispatched. Select the destination project before scanning.
• Stocktake — Scan items during an inventory count to verify physical presence against system records.
• Location lookup — Scan any item to instantly view its current location, status, condition, and project allocation.

Tips

• Use continuous scan mode for stocktakes — Walk through the warehouse scanning every item. The queue management ensures no scans are missed, even at speed.
• Enable auto-submit for experienced users — Auto-submit eliminates the confirmation step and significantly speeds up scanning. Disable it for new users who may need to verify each scan before processing.
• Test your scanner before every shift — A quick test scan at the start of each shift catches issues with camera focus, Bluetooth connectivity, or RFID range before they cause delays during live operations.
• Keep QR labels clean and visible — Dirty, faded, or obscured labels are the most common cause of failed camera scans. Replace damaged labels promptly.
• Use manual mode as a fallback — If a QR code is damaged beyond recognition, switch to manual mode and type the serial number or SKU directly. This is faster than reprinting the label on the spot.
• Grant camera permissions in your browser — Camera mode requires explicit browser permission. If the camera does not activate, check your browser settings and ensure camera access is allowed for the NexusRMS domain.

Next steps

You now have a comprehensive understanding of the Warehouse Scanner and its capabilities. Explore the Stock Adjustments article to learn how to correct stock levels when discrepancies are found, or visit the Inventory Counts article to learn how to plan and execute stocktakes using the scanner.