Understanding Blind Inventory Capture

Overview

Blind inventory capture is a powerful feature that allows anyone with a unique link to submit asset scans without logging into ARMOR or seeing what's already in the database. This approach eliminates confirmation bias, scales effortlessly for large teams, and is ideal for audits, contractors, and temporary workers. This guide explains how blind capture works, when to use it, and best practices for successful implementation.

What Is Blind Inventory Capture?

Definition

Blind capture means:

• No database visibility: Users cannot see expected assets or prior submissions
• No login required: Anyone with the link can participate
• Unbiased scanning: Users scan what they find, not what they expect
• Post-processing workflow: Administrator reconciles submissions after collection

How It Works - Token-Based Access

Each blind inventory uses a unique URL (token) that acts as both invitation and authentication:

1. Administrator generates unique link: Created when inventory is set to Active status
2. Link distribution: Sent via email, SMS, or printed QR code
3. User clicks/scans: Opens browser-based scanning interface (no app required)
4. Camera access: Mobile browser requests camera permission
5. Scanning: User scans barcodes/QR codes/asset tags or enters manually
6. Submission: Data sent to ARMOR with timestamp and device info
7. Post-processing: Administrator matches submissions to database in Match Tab

The Token Model

Aspect	How It Works
Unique URL	Each inventory has a single token (e.g., armor.app/inventory/xyz123)
Authentication	The link itself is the password - no login credentials needed
Validity Period	Active until inventory is marked Completed or Cancelled
Multiple Users	Same link shared with all participants (not individualized)
Tracking	Submissions include timestamp, device type, browser info (not personal identity)

Why Use Blind Inventory?

1. Eliminates Confirmation Bias

• Problem with standard inventory: If users see database ("Laptop ABC123 should be in Room 101"), they may:
• Scan a different laptop and assume it's the right one
• Skip thorough verification
• Overlook discrepancies
• Blind solution: User scans actual barcode on asset, reports what's physically there

2. Perfect for External Auditors

• Independence required: Auditors need unbiased verification
• No system access: External firms shouldn't have ARMOR login credentials
• Temporary participation: Access expires automatically when inventory completes

3. Scales to Large Teams

• No user provisioning: Don't create 50 ARMOR accounts for one-time event
• Instant participation: Send link, start scanning
• No training overhead: Simple interface requires minimal instruction

4. Ideal for Contractors & Temp Staff

• Short-term need: Contract workers participate for days/weeks
• Security appropriate: Limited access without full system privileges
• Easy offboarding: Link expires, no account deactivation needed

5. Discovers Unknown Assets

• No preconceptions: Users scan everything they encounter
• Finds untagged assets: New purchases not yet in database
• Identifies transfers: Assets moved from other sites

Blind vs. Standard Inventory

Aspect	Blind Inventory	Standard Inventory
Database Visibility	❌ None - users don't see expected assets	✅ Full - users see and verify expected assets
Login Required	❌ No - link-based access	✅ Yes - ARMOR account required
Real-Time Feedback	❌ Minimal - "Submission received"	✅ Immediate - "Asset verified" or "Not recognized"
Duplicate Prevention	⚠️ Possible - resolved during Match Tab	✅ Prevented - "Already scanned" alert
Processing Workflow	Post-processing (Match → Review → Results)	Real-time verification
Best For	Audits, large teams, temporary workers, unbiased counts	Staff verification, smaller teams, routine counts
Admin Workload	⚠️ Higher - requires Match/Review processing	✅ Lower - real-time verification reduces post-work
Scalability	✅ Unlimited - send link to hundreds	⚠️ Limited by user provisioning

Use Cases for Blind Inventory

1. Compliance Audits

Scenario: External audit firm verifies asset records

• Why blind: Auditor independence requirement
• Process: Send link to audit team, they scan without database access, you reconcile results
• Outcome: Unbiased verification report for compliance

2. Annual Physical Inventory (Large Facility)

Scenario: 200,000 sq ft warehouse with 5,000+ assets

• Why blind: Need 20-30 people scanning simultaneously
• Process: Print QR codes on assignment sheets, distribute to teams, scan entire facility over 2 days
• Outcome: Massive data collection without provisioning 30 ARMOR accounts

3. Contractor-Led Inventory

Scenario: Hired inventory service for one-time count

• Why blind: Contractors don't need (and shouldn't have) system access
• Process: Contract firm uses their staff + your blind link, submits findings, you process
• Outcome: Professional inventory service without security concerns

4. Temporary Seasonal Staff

Scenario: Holiday retail hiring 50 temp workers for 6 weeks

• Why blind: Training overhead and account management impractical
• Process: Include link in onboarding email, temps scan during shifts
• Outcome: Efficient participation without IT burden

5. Unknown Asset Discovery

Scenario: Newly acquired building with mystery equipment

• Why blind: Nothing to match against (no database yet)
• Process: Team scans everything, you catalog findings and build database
• Outcome: Complete asset census from scratch

Security Model

The Link as Password

• Treat like a password: Anyone with link can submit
• Share appropriately: Email to authorized participants only
• Don't post publicly: Avoid sharing on public websites or social media

What Users Can Do

• ✅ Scan and submit asset identifiers
• ✅ Add notes and photos
• ✅ View confirmation message
• ❌ Cannot see database assets
• ❌ Cannot see other submissions
• ❌ Cannot approve or reject anything
• ❌ Cannot access ARMOR platform

Tracking & Accountability

While users don't authenticate, submissions capture:

• Timestamp: Exact date/time of submission
• Device info: Mobile/desktop, OS type
• Browser info: Chrome, Safari, etc.
• IP address: Network location (not personal identity)

Link Expiration

Blind links become invalid when:

• Inventory status changes to "Completed"
• Inventory status changes to "Cancelled"
• Administrator manually revokes access (if feature available)

Important: There is no "pause" feature. Keep inventory Active or move to Draft to prevent submissions.

How to Generate Blind Links

Step-by-Step

1. Create inventory (site, name, date range)
2. Set status to Active (link generates automatically)
3. Click "Invite Users" button
4. Select "Generate Blind Inventory Link"
5. Choose distribution method:
   • Email: Send directly from ARMOR
   • SMS: Text message with link
   • Copy Link: Paste into your own communication
   • QR Code: Download image for printing
6. Customize message (optional instructions)
7. Send or distribute

Distribution Methods Compared

Method	Best For	Advantages
Email	Office workers, remote staff	Easy click-through, can include detailed instructions
SMS	Field workers, those without email	Immediate delivery, high open rate
QR Code	On-site staff, printed materials	Fast mobile scanning, no typing required
Copy Link	Custom communication channels	Flexibility to use Slack, Teams, intranet, etc.

User Experience (from Participant Perspective)

What Users See

1. Receive link: Via email, SMS, or printed QR code
2. Click/scan: Opens mobile browser (no app download)
3. Landing page: "Welcome to [Inventory Name]" with simple instructions
4. Camera access prompt: "Allow camera for scanning?"
5. Scanning interface: Viewfinder with "Tap to scan" button
6. Capture: Barcode/QR code automatically detected
7. Optional fields: Add notes, attach photo
8. Submit button: "Submit Asset"
9. Confirmation: "Asset submitted successfully! Scan another?"

What Users Don't See

• Login screen
• Database of expected assets
• Other users' submissions
• Whether asset is recognized or new
• Inventory progress or completion percentage
• Any ARMOR platform features

Benefits of Blind Capture

1. Unlimited Scalability

• Send link to 5 people or 500 people
• No bottleneck from user provisioning
• Same link works for everyone

2. Zero Training Requirement

• Interface is self-explanatory
• Camera scanning is familiar (like payment apps)
• No system navigation to learn

3. Mobile-First Design

• Works on any smartphone
• No app installation
• Touch-optimized interface

4. Discovers Unknown Assets

• Users scan everything they encounter
• No filtering based on expectations
• Finds assets moved from other sites
• Identifies untagged purchases

5. Maintains Security

• Limited scope access (scanning only)
• No system privileges
• Automatic expiration

6. Perfect for Outsiders

• Auditors maintain independence
• Contractors participate without system access
• Temp staff contribute without overhead

Limitations & Considerations

1. Requires Post-Processing

• Challenge: Administrator must Match, Review, and Approve all submissions
• Time allocation: Plan for 20-30% of project time on processing
• Mitigation: Use confidence scoring to prioritize, process daily

2. No Real-Time Feedback to Users

• Challenge: User doesn't know if asset was recognized or is new
• Impact: Can't ask user for clarification in the moment
• Mitigation: Encourage detailed notes and photos at submission time

3. Potential for Duplicate Submissions

• Challenge: Multiple users might scan same asset
• Impact: Inflated submission count, extra Match Tab work
• Mitigation: Clear instructions ("scan each asset once"), reject duplicates during Match

4. Possible Errors Without Immediate Correction

• Challenge: User scans wrong barcode (e.g., shipping label instead of asset tag)
• Impact: Confusion during Match Tab
• Mitigation: Detailed instructions with example photos, review photos during processing

5. Link Security Considerations

• Challenge: Anyone with link can submit (including accidental forwards)
• Impact: Risk of unauthorized submissions
• Mitigation: Treat link as sensitive, send via secure channels, monitor submissions for anomalies

Best Practices

Before Distribution

• Verify inventory is Active: Link only works when status = Active
• Test the link yourself: Scan a few assets to confirm it works
• Prepare instructions: Write clear guidance on what to scan
• Create example photos: Show correct vs. incorrect barcode types

Distribution Strategy

• Use QR codes for on-site: Post at entrances, break rooms, work areas
• Email for remote/office: Include link in body + QR as attachment
• SMS for field workers: Immediate access on mobile device
• Include contact info: Provide support number/email for questions

Communication Tips

• Set expectations: "Scan everything you see, even if it doesn't look like an asset"
• Explain privacy: "We won't collect your name from the link, but please sign in on the sheet"
• Define scope: "Scan all IT equipment and furniture, skip office supplies"
• Emphasize accuracy: "Take your time, verify barcode is in focus before submitting"
• Encourage photos: "If you're unsure, attach a photo so we can review"

Security Precautions

• Treat link like password: Don't post publicly
• Send to authorized participants only: Use BCC for bulk emails
• Regenerate if compromised: If link leaks, cancel and create new inventory (if feature available)
• Monitor submissions: Watch for suspicious activity (e.g., 100 submissions in 1 minute)

During Collection

• Monitor progress: Check dashboard daily for submission counts
• Process incrementally: Don't wait until end to start Match Tab
• Provide updates: "Great job team, 350 assets scanned so far!"
• Extend deadline if needed: Adjust due date based on pace

After Collection

• Process systematically: Match Tab → Review & Process Tab → Results
• Document findings: Note why assets were rejected or flagged
• Mark complete promptly: Expires link, prevents late submissions
• Thank participants: Acknowledge contribution (even if anonymous)

Troubleshooting Common Issues

Link Doesn't Work

• Check inventory status: Must be Active
• Verify network access: Firewall may block ARMOR
• Try different browser: Chrome or Safari recommended
• Test from mobile: Desktop may have restrictions

Camera Won't Activate

• Check permissions: iOS Settings → Safari → Camera
• Use HTTPS: Browsers require secure connection for camera
• Try manual entry: Type identifier if camera fails

High Duplicate Rate

• Clarify instructions: "Each asset should be scanned only once"
• Coordinate teams: Assign specific areas to prevent overlap
• Use Match Tab filters: Quickly identify and reject duplicates

Many Unrecognized Assets

• Verify barcode type: Users may be scanning wrong labels
• Provide examples: Show asset tag vs. serial number vs. shipping barcode
• Review photos: Check if identifiers are clear

What's Next?

• Mobile Field Worker Workflows - Detailed scanning process for mobile users
• Assigning Users & Sending Invites - Hybrid approach combining assigned and blind users
• Match Tab - Reconciling Submissions - How to process blind inventory results

Getting Help

For assistance with blind inventory setup or link distribution, contact the ARMOR Support Team.