Which Barcode Type is the Best for Your Rental Equipment?

Efficient management is critical to the success of any rental business, and barcodes are a crucial aspect of achieving it. Whether you rent out cameras, event decor, or e-bikes, implementing a reliable barcode system should be at the top of your list for streamlining your rental business. But with so many options available, how do you determine which barcode type is best for your rental products?

Barcodes bridge the physical world and digital information, facilitating efficient inventory tracking, check-in/check-out procedures, and real-time updates. Encoding product information into a scannable format simplifies the rental process and reduces human error. In this guide, we’ll explore different barcode types and help you determine the perfect fit for your rental business.

Why your barcode choice matters

The right barcode system can dramatically improve your operational efficiency by:

• Reducing check-in/check-out times by up to 80%
• Minimizing human error in inventory tracking
• Enabling real-time asset visibility across locations
• Improving maintenance scheduling and tracking
• Enhancing customer experience with faster service

Common barcode types for rental products

There are several barcode types to choose from, each with unique characteristics and applications. Here are some of the most common barcode types and their benefits for rental businesses:

1. QR Code

Best for: Small items, curved surfaces, and businesses wanting to provide additional information

QR codes are popular for their fast readability, ease of creation, and ability to store a variety of information in a compact format. In addition, they can be scanned by most smartphones, reducing the need for additional devices. They are ideal for items with little space or curved surfaces.

Key advantages:

• Can be printed extremely small while remaining scannable
• Works well on curved surfaces
• Smartphone compatible (no special equipment needed)
• Can encode URLs, text, and other data types

2. Code 39 and Code 93

Best for: Medium to large rental items needing unique alphanumeric identifiers

Code 39 and Code 93 barcodes are variable-length alphanumeric codes that can be encoded with letters, numbers, and special characters. They are commonly used for internal asset tracking and identification. For rental equipment, they can help label items with unique identifiers, making them ideal for rental businesses with a large number of items.

Key advantages:

• Support alphanumeric identifiers (easier for staff to recognize at a glance)
• Widely supported across scanning devices
• Excellent for creating meaningful IDs (like “CAM-2023-42” for a camera)

3. Code 128

Best for: Detailed tracking needs requiring comprehensive information encoding

Code 128 barcodes provide high-density encoding and support a wide range of characters. This barcode type can benefit rental equipment management by allowing you to encode details such as equipment type, serial number, and more. However, they are typically used for applications like shipping labels and are large and inflexible for rentals.

Key advantages:

• High information density
• Supports full ASCII character set
• Good for serialized items requiring detailed tracking

4. EAN-13 and EAN-8

Best for: Standardized retail items or when integrating with retail POS systems

EAN-13 and EAN-8 barcodes consist of a (13 or 8) digit numeric code and are commonly used in retail environments. They are designed to identify products on store shelves, making them ideal medium-sized items. However, they can be inflexible if you want to add unique identifiers to your items, as they can only contain numbers, which are not easy to identify at a glance.

Key advantages:

• Global standard compatibility
• Works with most commercial scanning equipment
• Good for rental businesses that also sell retail products

How to choose the right barcode for your rental business

Before choosing a barcode type, consider these key factors to ensure the best fit for your business:

Consider your item size and surface

QR codes are typically the best choice for small items or equipment with curved surfaces (like cameras, tools, or sporting equipment) due to their compact size and flexibility. For larger equipment with flat surfaces, any barcode type would be suitable.

Think about information needs

QR codes offer the most versatility if you need to encode more than just an ID number—such as maintenance dates, model information, or URLs to instruction manuals. For simple tracking with human-readable codes, Code 39 might be preferable.

Evaluate your scanning equipment

Before implementing a barcode system, ensure your scanning equipment is compatible with your chosen format. While most modern scanners can read various barcode types, older equipment might have limitations.

Consider your budget

Implementing a barcode system involves printing labels, scanning equipment, and software integration costs. QR codes often have the lowest barrier to entry since they can be scanned with smartphones, eliminating the need for specialized equipment.

Plan for scalability

Choose a barcode type that can accommodate your business’s future growth. A flexible system like QR codes or Code 128 will prevent you from needing to overhaul your entire system as you expand.

Case study: How barcode implementation transformed The Icelandic Film School

The Icelandic Film School, one of Iceland’s premier film institutions, implemented a barcode system to manage their extensive camera and audiovisual equipment inventory. After struggling with equipment tracking issues, they reported these results:

• Significant reduction in equipment loss compared to their previous manual logging system
• Dramatically faster checkout and return processes for students
• Real-time inventory updates ensuring accurate equipment availability
• Streamlined workflow for both staff and students
• Eliminated paper-based tracking errors

“Before implementing barcodes, keeping track of our camera and AV equipment was more difficult. We were missing items quite a lot,” says Gunnar Blondal, Director of Student Resources. “The barcode system changed this because now we can just scan items, and the time at checkout is much quicker.”

This case study highlights how the right barcode system can significantly improve efficiency, eliminate tracking issues, and streamline equipment rentals, regardless of industry.

How to implement barcodes in your rental business

Once you’ve selected your barcode type, follow these steps for successful implementation:

1. Choose quality labels - Invest in durable, weather-resistant labels for equipment exposed to the elements
2. Integrate with your rental software - Ensure your rental management software supports your chosen barcode type
3. Train your staff - Provide comprehensive training on scanning procedures and system usage
4. Test thoroughly - Run a pilot program before full implementation to identify and address any issues
5. Gather feedback - Continuously improve your system based on staff and customer feedback

The best barcode type for your rental equipment

While each business has unique needs, QR codes typically offer rental businesses the most versatility and future-proofing. Their small size, smartphone compatibility, and ability to encode various data types make them suitable for almost any rental operation.

However, if your staff prefers human-readable codes or your equipment is primarily large with flat surfaces, Code 39 or Code 128 might be more appropriate. Ultimately, the best barcode type aligns with your business requirements, enhances customer experiences, and simplifies inventory management.

Remember that your barcode system is only as good as the rental management software it integrates with. For maximum efficiency, look for solutions that offer seamless barcode scanning integration, automated check-in/check-out processes, and real-time inventory updates.