An inventory in the database is one thing. Knowing that the laptop labelled PC-042 is actually the one in your hand is another. A physical sticker with a barcode or QR code is the bridge between them — without it, every audit is a wrestling match with spreadsheets and assumptions.
The barcode plugin
A stock GLPI install does not generate codes. You add them via the Barcode plugin from the official catalogue (Setup → Plugins → Marketplace). Once installed, an asset detail page shows a field that dynamically renders a barcode or QR code from a chosen record field.
Configuration in Setup → Plugins → Barcode → Configuration:
- Type: Code 128 (the most common barcode for IT assets), QR Code, or both.
- Value source: which asset field to encode. Options: ID, serial number, inventory number (otherserial), or a custom format.
- Size: image dimensions in pixels — typically 200×200 for stickers, 400×400 for larger server labels.
What to encode: ID, serial, or URL
Three real strategies:
- Internal GLPI ID — simplest. The label contains a number; the scanner needs to know how to turn it into a GLPI URL.
- Device serial number — works even when GLPI is unreachable (offline audit, transferring a device to another company).
- Full URL — e.g.
https://glpi.example.com/front/computer.form.php?id=42. Open the QR code in your phone and GLPI takes you straight to the asset detail. The most convenient choice for internal audits.
For larger organizations we recommend URL for QR codes (devices with a screen — laptops, monitors, servers) and serial number for the barcode (smaller devices without a screen — peripherals, network gear).
Label printers
Two proven brands for IT environments:
- Zebra ZD230 / ZD421 — thermal printers, ~€250–500 entry-level. Durable labels resistant to friction, water, UV. Suitable for server rooms and fleets above ~100 devices. USB or Ethernet connection, supports ZPL.
- DYMO LabelWriter 550 — compact desktop printer, ~€100. Polyester-roll labels. Sufficient for smaller teams and office environments. USB connection.
Thermal printing means no toner cartridges, no ink. Labels come in rolls direct from the printer manufacturer. With Zebra, expect €0.02–0.05 per label depending on size; with DYMO €0.05–0.10.
Choosing label size and material
Different asset types want different stickers:
- Laptop — 38 × 12 mm polyester, on the underside (right edge from the user's perspective). QR code + serial number together.
- Monitor / desktop — 50 × 25 mm, on the rear. More room — you can include logo and hostname too.
- Rack-mounted servers — 50 × 30 mm on the front panel. High-temperature-resistant polyester (rack positions can run hot).
- Network gear — 25 × 12 mm in space free of ports. Usually a barcode + ID — you don't pull out a smartphone for a switch.
Avoid generic office stickers — they peel or yellow within a year. Polyester with a strong adhesive holds 5+ years without maintenance.
Mobile scanning
A smartphone's camera reads QR codes without extra software. For barcodes and bulk scanning, use specialised apps:
- Web QR scanner in the browser — no install; open the URL on the device, scan with the camera. Sufficient for a quick audit.
- GLPI as a PWA — add GLPI to your phone's home screen, authenticate once, audit straight from mobile. Recommended for team auditors.
- External handheld scanner (Zebra TC21, Honeywell CT40) for large audits — several hundred assets per hour. A laptop with a USB scanner does the same job for less money.
A worked annual physical audit
For a fleet of around 200 laptops and 50 desktops:
- Preparation — export the current asset list filtered to status "In production" via a saved search. Prep a tablet or laptop with GLPI access and a camera/scanner.
- Building-by-building sweep — the auditor walks every room, scans the QR code on each asset, GLPI shows the detail. They check: location, user, status. Discrepancies go into a ticket.
- Missing assets — diffing the export against scanned codes identifies missing devices. For each, open a ticket "Not found in audit YYYY".
- Off-record assets — scanned codes GLPI doesn't recognize (typically old labels or devices loaded by service). Add records or correct existing ones.
- Audit report — a saved search showing all assets with last-audit-date < 1 year. That's your evidence for an ISO 27001 or NIS2 audit.
For 250 devices, two auditors finish the walk-through in 2–3 days. Without physical labels the same work takes a week and accuracy drops noticeably.
Common mistakes
- Sticker on the battery or inside the device — can't be scanned without disassembly. The label belongs on an outside surface, ideally underside or rear.
- Sticker not updated after OS reinstall — at reinstall GLPI may decide it's a new device (new hostname). Make sure deduplication is configured by serial number.
- QR code on a shiny surface — reflections degrade scanning. Use matte material, not glossy polyester.