How To Set Up A Barcode Scanning Station

Four Steps to a Scanning Station

The hardware requirements are minimal: any device that runs a browser will work, and USB barcode scanners cost as little as $30. Standard Time® handles the data collection, job tracking, and reporting on the cloud side, so there is nothing to install or configure beyond a browser login.

1. Deploy a tablet or notebook like a Chromebook Any device with a modern browser works — a Chromebook, iPad, Windows tablet, or even an old laptop. Mount it at the workstation or place it on a stand where employees can easily reach it. Chromebooks are popular on shop floors because they are inexpensive, durable, and require no IT maintenance.
2. Attach a barcode scanner to the USB port Plug a USB barcode scanner into the device. No drivers are needed — the scanner presents itself as a keyboard, so the operating system recognizes it immediately. Any 1D or 2D USB scanner from a retailer or online supplier will work. Wireless Bluetooth scanners are also supported if a wired connection is inconvenient.
3. Connect to the Standard Time® cloud Open a browser and navigate to the Standard Time® cloud. Log in with your administrator credentials. The scanning interface loads automatically — employees will use this page to scan their username, job, and task barcodes throughout the day.
4. Print barcodes for usernames, jobs, and tasks In Standard Time®, go to Reports and print barcode label sheets for your employees, work orders, and tasks. Laminate the sheets or place them in a sheet protector, then post them near the scanning station. Employees scan their username to clock in, then scan the job and task they are working on — the time entry is created automatically.

Why a Chromebook Is the Best Choice for Most Shops

Chromebooks cost $150–$300, require no antivirus, update automatically in the background, and survive the shop floor better than consumer laptops. Because Standard Time® runs entirely in a browser, there is nothing to install — employees open Chrome, log in, and start scanning. If a Chromebook is damaged or stolen, replace it and log back in within minutes. No data is stored on the device.

iPads and Android tablets work equally well if your shop already uses them. Windows laptops and workstations are also fully supported. The scanning interface is responsive and works on any screen size.

What to Look for in a Barcode Scanner

For most shop floors, any USB handheld scanner in the $30–$80 range is sufficient. A few things to consider:

• 1D vs 2D: Standard Time® supports both Code 128 (1D) and QR code (2D) barcodes. A 2D imager costs a little more but can read both types and handles damaged or low-contrast labels better.
• Wired vs wireless: Wired USB scanners never run out of battery and never lose pairing. Wireless Bluetooth scanners give employees more freedom of movement if the scanning station is used across a wide area.
• Durability: Look for an IP42 or higher rating if the scanner will be used near coolant, dust, or moisture.

Popular models from Zebra, Honeywell, and Symbol all work out of the box with Standard Time®. Budget-friendly brands from Amazon work equally well for lower-volume environments.

How the Scanning Interface Works

Once logged in, the scanning screen waits for input. An employee picks up the scanner, aims it at their username barcode, and pulls the trigger. Standard Time® reads the input, identifies the employee, and opens a new time entry. The employee then scans the job barcode, followed by the task barcode. The time entry is now active and running.

To stop, the employee scans their username barcode again. Standard Time® closes the time entry and records the total duration. The data is immediately visible to managers on the Standard Time® dashboard and in any time reports.

There is no typing, no login prompt for employees, and no manual time card. The entire process takes three to five seconds per scan sequence.

What Barcodes to Print — and Where to Post Them

Standard Time® generates three types of barcode sheets from the Reports menu:

• Username barcodes: One barcode per employee. Employees carry these as a personal badge or badge clip, or the sheet is posted at the station if employees always work in the same spot.
• Job barcodes: One barcode per work order or job number. Print a new sheet when new jobs are created and post it near the station, or attach individual job barcodes to the physical work order packet that travels with the part.
• Task barcodes: One barcode per task type (Welding, Painting, Assembly, QC, etc.). A single task sheet typically covers all the operations in your shop and rarely needs reprinting.

Laminate all sheets or slip them into plastic sheet protectors. Job-specific barcodes that travel with parts benefit from adhesive label stock — print them on a label printer or standard label sheets and attach directly to the work order packet or bin.

What Gets Recorded With Every Scan

Each scan sequence captures a complete, linked time entry:

• Employee name and ID
• Job number and work order
• Task type
• Start time and stop time
• Total duration
• Workstation or location (if configured)

All of this data flows into Standard Time® reports, dashboards, and — if connected — into QuickBooks for billing and payroll. Managers see job status in real time without walking the floor or chasing paper timesheets.

How Long Does Setup Take?

For a single scanning station, the typical setup time is 30–45 minutes from unboxing to first scan:

• 5 minutes — place the device and plug in the scanner
• 5 minutes — log in to the Standard Time® cloud and verify the connection
• 10–15 minutes — print and laminate barcode sheets for employees, jobs, and tasks
• 5 minutes — post the sheets and do a test scan sequence

Additional stations are faster because the barcode sheets are already printed. Adding a second or third workstation is typically a 10-minute task per station once the first is running.

Ready to Get Started?

If you have a Standard Time® cloud subscription, the barcode scanning interface is already available — log in and navigate to the scan page. If you are evaluating Standard Time®, the free trial includes the full barcode scanning feature with no credit card required.

Need help configuring your first station or printing your first barcode sheets? Contact Scoutwest and we will walk you through setup in a short screen-share call.