Connect and manage a Stock Scan device
Connect Stock Scan to Inventory Management so an operator can work with the right organization, shop and warehouse. Activation assigns a scanner to a person; the person's location access determines where it can work.
An owner or admin can manage the team and its scanners. An active Stock Scan user can activate and remove their own scanner. Being responsible for receiving or counting does not automatically grant administration rights.
Before you begin
Have Stock Scan available on the phone you intend to activate, and keep Inventory Management open on another screen so the phone can scan its activation QR code. You need an existing, active organization member, a shop set up for scanning, at least one assignable location and an available scanner slot.
Review users and permissions if the person is missing or unavailable. The wizard can show reasons such as Hasn't signed in yet, Blocked or Not an active member. Resolve that membership issue before continuing.
Locations should represent the physical places where the operator works. For example, give an operator access to Main Warehouse and include Outlet only if their work requires it. See locations and shared stock pools if shop locations need preparation or matching.
Activate the scanner
- From Zapstra Inventory Management Home, open the StockScan card and choose Manage scanners or the available activation action. On Team & scanners, choose Add scanner.
- At Who is this scanner for?, select the existing team member. If you are using self-service, the wizard uses your own account.
- At Which shop does it scan for?, review the selected shop. When more than one is available, choose the appropriate shop. If none is set up, an owner or admin can select a shop under Set up a shop and use that action. Resolve any shop-connection warning before relying on scanning work to sync.
- At Which locations can it scan?, select at least one location. For someone who already has Stock Scan access, the wizard shows the existing locations. Use Edit locations on Team & scanners if an admin needs to change them, then return to activation.
- Review the person, shop and locations on Activate, then choose Activate scanner once.
- Keep Activation code — shown once open. In Stock Scan, choose Scan to activate and scan this QR code before the displayed expiry.
- On the phone, review Confirm this organization, including the organization and assigned-location count. If the organization is correct, choose Activate this device. Cancel if it is not.
- Wait for the phone to open Stock Scan. Inventory Management may first show Phone connected — finishing activation…, then Activation complete. Choose Done and verify the scanner appears as Active on Team & scanners.
The QR code is shown only when created. Reloading or leaving the page does not recover it. The page also displays the activation link, but scanning the QR inside Stock Scan is the activation path described here. Short code and Send email under Other ways to activate are marked Coming soon.
Activation connects the scanner; it does not receive goods, apply a stock count or enable Shopify inventory syncing. Those are separate actions with their own review steps.
Manage access and individual scanners
On Team & scanners, distinguish the controls beside a person from those beside a scanner.
| Control | What it changes |
|---|---|
| Edit locations | Changes the person's permitted locations. Select the intended locations and choose Save. |
| Suspend access / Reinstate access | Pauses or restores the person's Stock Scan access. An owner or admin performs this action. |
| Revoke access | Removes all of that person's scanners, as stated in the confirmation. |
| Suspend / Reinstate beside a scanner | Pauses or restores that individual scanner. These are admin controls. |
| Remove beside a scanner | Stops that scanner from working. It can be activated again later. An active user can remove their own scanner. |
| New QR on a pending activation | Replaces the pending activation with a newly displayed code. |
| Cancel on a pending activation | Cancels that pending activation. |
Read the confirmation before removing a scanner or revoking a person's access. If a phone contains unfinished work, first review that work using scanner recovery.
Resolve setup problems
No scanners available: Check the usage panel, which separates active scanners, pending activations and available slots. Cancel an unused pending activation, remove a scanner that is no longer needed, or ask an owner or admin to review plan capacity. Unavailable usage data does not mean no scanners are in use.
No locations available: Use the location-preparation notice to review locations or preparation details, then Check again. An empty selection cannot activate a scanner. If preparation is complete but no location is assignable, contact support.
Expired or lost QR: Inspect the scanner list before generating another code. If the scanner is already active, activation has completed. If activation is still pending, use New QR and scan the replacement.
Unable to check the phone: A polling warning is not proof that activation failed. Check the phone and the refreshed scanner list before repeating activation.
Shop unavailable: The scanner cannot sync through that shop until its connection is restored. Return to Zapstra Inventory Management to resolve the connection; changing the operator's counted quantities will not repair it.
Once the scanner is active, continue with Stock Scan workflows or counting stock.