Choosing asset labels is a small decision that compounds. Get the material, size and format right and the labels stay readable and scannable for years, quietly underpinning every audit, inspection and check-out. Get them wrong and you are re-labelling a fleet within months, with a gap in your tracking every time a tag fails. This guide walks through the choices that matter, in the order they matter, so operations and procurement teams can order once and order well.
It is written for MapTrack’s own custom QR asset labels (hard-laminated polycarbonate, 3M industrial adhesive, full-colour logo and a unique QR code that links to a live asset record), but the framework applies whatever you buy. Where MapTrack does not offer an option, such as metal or RFID tags, the guide says so plainly.
Do you need asset labels?
If you own tools, plant or equipment that moves between people, jobs or sites, the answer is almost always yes. Asset labels give each item a permanent, scannable identity, which is the foundation of loss prevention, on-time inspections and fast audits. A QR label costs cents, sticks to almost anything and needs no battery or SIM, so it is the lowest-cost entry point into asset tracking.
Labels are worth the effort when you are losing tools, missing inspection dates, or spending hours on stocktakes. They matter less for fixed assets that never move and are already easy to identify. For high-value or frequently-moved assets you may add GPS trackers on top, but the label remains the universal identifier that ties the register together.
Label materials compared
Material decides how long a label survives. The cheapest stock fails fastest outdoors, and the cost of re-labelling plus the tracking gap usually dwarfs the few cents saved. The table below compares the common options and where MapTrack sits.
| Material | Typical life | Best for | MapTrack |
|---|---|---|---|
| Hard-laminated polycarbonate (3M adhesive) | 5+ years outdoors | Most tools, plant and field equipment | Yes, standard |
| Paper or standard sticker stock | Months, indoor only | Short-life or clean indoor assets | No |
| Basic vinyl | 1 to 3 years | Light-duty or short-life assets | No |
| Anodised aluminium (metal) | 10 to 20 years | Extreme heat, decades-long fixed assets | No, use a metal specialist |
| RFID tag | Varies | Bulk, non-line-of-sight scanning | No |
For the large majority of Australian construction, mining, trade and facilities assets, hard-laminated polycarbonate is the right choice: it resists UV, abrasion, fuel, solvents and pressure-washing for 5+ years. If your environment genuinely needs metal or RFID, we will tell you rather than sell the wrong product, and you can verify polycarbonate in a pilot first.
Choosing a label size
Size is a trade-off between the space on the asset and the distance the label must be scanned from. A label that is too small is easy to miss and hard to scan from a safe position; too large wastes material and may not fit a compact tool. All MapTrack sizes share the same construction and 5+ year rating, so the choice is purely about fit and scan distance.
| Size | Dimensions | Best for |
|---|---|---|
| Small | 35 x 17 mm | Hand tools, power tools, IT assets |
| Medium | 25 x 50 mm | Plant, machinery, fleet vehicles |
| Large | 35 x 65 mm | Excavators, heavy plant, containers |
Most teams standardise on two sizes: a small label for the high-volume hand-tool and IT fleet, and a larger label for plant and vehicles that need to be scanned from a standing distance. See the asset labels guide for more on placement.
QR codes vs barcodes
The format decides how the label is read and what it can do. For field teams working off phones, QR wins on every axis that matters.
| Factor | QR code (2D) | 1D barcode |
|---|---|---|
| Scan angle | Any orientation | Square-on, line of sight |
| What it holds | A link to the live asset record | A short number to look up |
| Damage tolerance | High (built-in error correction) | Low |
| Scanner needed | Any smartphone camera | Often a dedicated scanner |
| Best for | Field asset tracking | Warehouse line-of-sight scanning |
A MapTrack QR code asset label resolves to that asset’s record, so a scan opens check-out, inspection and history in one step rather than reading back a number to look up later.
Branding and customisation
A branded label is traceable property. Printing your logo, brand colours and a return-if-found phone number deters opportunistic theft, helps honest finders return gear, and lets crews identify equipment on shared sites. A human-readable asset ID alongside the QR code gives a fallback if a code is ever obscured.
Design your labels free in the MapTrack label designer, preview them on the real sizes, then order. See custom asset labels for logo file formats and design tips.
Durability and environment
Match the label to the harshest condition the asset faces, not the average. Sun, rain, fuel, solvents, vibration and high-pressure washdown all attack a label over time. Hard-laminated polycarbonate with 3M adhesive is rated for 5+ years outdoors against all of these, which is why it suits construction, mining and trade fleets.
Surface preparation is what makes the adhesive last: clean and dry the spot, and wipe oily or dusty surfaces with isopropyl alcohol before applying. For machines that run very hot, vibrate heavily or are washed down daily, request a sample and verify placement and adhesion in a short pilot before labelling the whole fleet.
Volume, pricing and lead time
MapTrack labels are ordered from a minimum of 100 per size, with the per-label price stepping down at the 300, 500, 1,000 and 2,000+ unit tiers. Count the assets in each class, add a sensible buffer for purchases over the next year, and order per size; you can mix sizes across one order. Labels are custom-printed with your branding and shipped globally, and arrive ready to scan into your MapTrack account.
Ordering checklist
Before you place an order, confirm each of these:
- Environment verified (indoor, outdoor, chemical, heat, washdown)
- Material suits that environment (polycarbonate for most cases)
- Size chosen per asset class, with scan distance in mind
- Format decided (QR for field tracking)
- Logo file ready (PNG, JPG, SVG or WebP) and return number set
- Asset-ID numbering scheme defined
- Quantity counted per size, plus a buffer, minimum 100 each
- Sample tested on the real surfaces for hot or washed-down gear
- MapTrack account ready so labels scan in on arrival
Making the decision
For most Australian teams, the decision resolves to the same answer: hard-laminated polycarbonate QR labels, sized to the asset class, branded with your logo and return number, ordered per size from 100 units. The combination is durable enough for the field, cheap enough to tag everything, and, because the QR code links to a live record, it turns each label into the entry point for tracking rather than a static number.
When you are ready, design your labels in the free label designer and order custom QR asset labels. If you are still scoping the rollout, the asset labels guide and QR tracking feature cover how the labels connect to the wider system.
