Mobile inventory devices are the core tools of your inventory teams. Careful setup and preparation ensure that the devices function smoothly during the inventory process and that no valuable work hours are lost due to technical issues.
Overview: What do you need?
Hardware
Mobile device: Tablet or smartphone
Operating system: iOS (iPhone/iPad), Android, or Windows
Recommended screen size: At least 7 inches (for comfortable use)
RAM: At least 2 GB, 4 GB recommended
Barcode scanner:
Option A: Built-in camera (for tablets/smartphones)
Advantage: No additional hardware
Disadvantage: Slower, less ergonomic for frequent scanning
Suitable for: Small inventories with few items, ongoing processes
Option B: External Bluetooth scanner
Advantage: Faster, more ergonomic, more robust
Disadvantage: Additional costs, setup effort
Suitable for: Initial and subsequent inventories of entire stock
Possible accessories:
Protective case (to prevent drops and scratches)
Carrying strap or holster (for hands-free use)
Spare battery or power bank (for long workdays)
Chargers (enough for all devices)
Software
My eTASK App - Available in the respective app store
Requirements:
Active eTASK.FM portal instance
License for eTASK.Inventory
"2040-B (747) eTASK.WinApp/Inventory" permission group for users
Step 1: Procure and prepare devices
1 device per two-person team
For large inventories: Spare device(s) as backup
Configure devices
Basic configuration:
Set up device (if new)
Set up SIM / PIN
Alternatively: Set up Wi-Fi access (network name and password)
Extend screen lock time (at least 15 minutes)
Step 2: Install the eTASK app
Download from the App Store
iOS (iPhone/iPad):
Open the Apple App Store
Search: "My eTASK"
Select the "My eTASK" app
Tap "Download" or "Install"
App is being installed
Android:
Open the Google Play Store
Search: "My eTASK"
Select the "My eTASK" app
Tap "Install"
App is downloaded and installed
Windows:
Open the Microsoft Store
Search: "My eTASK"
Select the "My eTASK" app
Click "Install"
App is being installed
Initial setup of the app
1. Open the app and enter the portal URL:
Tap the app icon on the home screen
The "Access Code" page appears when you use the app for the first time
Text: "Please enter your portal URL here:"
Enter the portal URL (e.g., https://ihr-portal.etask.de)
Tap the "Next >" button
Alternative: Scan the QR code (if a QR code has been provided by the administrator)
2. Log in:
The "Login" page appears
Text: "Please log in now using your personal login credentials"
"Username" field: Enter your username
"Password" field: Enter your password
Optional: Check the "Save login details" box (for automatic login on the next startup)
Tap the "Login >" button
Alternative: "Azure AD Login >" (only on mobile devices, if enabled)
3. Select a module:
The home screen with available modules appears
Tap the "Inventory" tile
The app switches to the main inventory page
4. Grant permissions:
When used for the first time, the app requests permissions:
Camera: For scanning barcodes and QR codes, as well as for taking photos of items
Storage: To save photos and local data
Grant permissions (tap "Allow" or "Permit")
Check permissions
Required permissions in the portal:
The "2040-B (747) eTASK.WinApp/Inventory" permission group must be assigned to the user
Check in the portal:
Basic Data → Personnel List
Open user
"User Groups" section → "2040-B (747) eTASK.WinApp/Inventory" must be assigned
If permissions are missing: - Contact the administrator - Have the permission group assigned - Log in to the app again
Step 3: Set up the barcode scanner (if external)
Pair Bluetooth scanner
Preparation: - Turn on the scanner (usually a button on the side or bottom) - LED should be flashing (indicates "ready to pair") - Follow the manufacturer’s instructions
Pairing on tablet/smartphone:
iOS:
Settings → Bluetooth
Turn on Bluetooth
The scanner will appear in the list (e.g., "Barcode Scanner XYZ")
Tap the scanner
If a PIN is requested: See the scanner documentation (usually 0000 or 1234)
Pairing complete, LED stays on
Android:
Settings → Connections → Bluetooth
Enable Bluetooth
Search for devices
Select scanner
Enter PIN (if required)
Pairing complete
Windows:
Settings → Devices → Bluetooth
Turn on Bluetooth
"Add Bluetooth or other device"
Select scanner
Enter PIN (if required)
Pairing complete
Test the scanner
Scan test barcodes: - Activate the input field - Scan any barcode (e.g., on product packaging) - The scanner should beep/vibrate - The number should be displayed
Test in the app: 1. Open the app 2. Activate the scan function 3. Scan the barcode with an external scanner 4. The app should recognize and display the barcode
Common issues: - The scanner beeps, but the app does not respond: The scanner is in the wrong mode (see documentation; if necessary, switch the mode to "HID" or "SPP") - The scanner does not connect: Is the battery dead? Try pairing the device again - The barcode is not recognized: The scanner may not have learned the corresponding encoding yet. Consult the manufacturer’s instructions.
Step 4: Network Connection and Operating Mode
Default: Online mode
By default, the app operates in online mode and loads data from the portal via the API as needed. This is the recommended operating mode for most scenarios.
Requirements:
Network connection: A mobile data connection (4G/5G) or Wi-Fi must be available
Server accessibility: The portal must be accessible via the network
VPN configuration: If the portal is only accessible via VPN, VPN must be set up on the device (see IT administrator)
Advantages of online mode:
No synchronization required
Data is transferred immediately
No local data storage
Always up-to-date data from the portal
Important - Network check:
Open the portal URL in your browser (e.g., https://ihr-portal.etask.de)
Can the page load?
If not: Check your VPN connection or contact your IT administrator
Optional: Offline mode for specific scenarios
Offline mode is only necessary if devices do not have a permanent connection to the server, e.g., in basements without cellular reception, in shielded areas without Wi-Fi, or when network quality is very poor
Preparing offline mode:
1. Synchronize the entire data set (while the device is online):
Inventory home screen → Tap the "Synchronize" tile
The "Synchronization" page opens with two tabs: "Synchronization" and "Logs"
In the "Synchronization" tab, you will see:
"Sync only local changes" button (for uploading recorded items later)
"Sync entire database" button (for offline preparation)
Tap the "Sync entire dataset" button
Note: "Local changes will be uploaded and all data will be downloaded from the portal. This process may take a long time and is only recommended for necessary offline use"
During synchronization:
Progress bar is displayed
Status text shows the current process
"Cancel" button is available (if necessary)
If successful: A success message appears in a green box
If an error occurs: An error message appears in a red box with details
What is being loaded?
Building structure (locations, buildings, floors, rooms)
Property types and matchcodes (with photos and descriptions)
Objects
Important: In offline mode, you must go online regularly and synchronize to transfer captured data to the portal. Use the "Sync only local changes" button (quick) for this. Recommendation: Synchronize in the evening after finishing work and, if other teams are working, again in the morning to also receive their data.
Step 5: Perform a test run
Simulated inventory in test room
Objective: - Test the entire process - Identify technical issues - Familiarize teams with the devices
Procedure: 1. Select a test room: - Small room with 5–10 objects - Representative mix
Perform inventory:
Scan the room
Record items (new or confirm)
Optional: Add details, take photos
Leave the room
Evaluate results:
Were all objects recorded correctly?
Were the match codes correct?
Were there any technical or organizational issues?
Troubleshooting during inventory
Common problems and solutions
Problem: The "Inventory" module is not displayed
Solution: A license for the eTASK.Inventory module must be available in the portal. Contact the administrator to activate the license.
Cause: No license available for eTASK.Inventory
Problem: The "Inventory" tile is grayed out and displays a lock icon
Solution: The "2040-B (747) eTASK.WinApp/Inventory" permission group must be assigned to the user. Check in the portal: Basic Data → Staff List → Open the desired user → "User Groups" section. Contact the administrator if permissions are missing.
Cause: User does not have permission for the Inventory module
Problem: Login fails
Solution: Test logging in with the same credentials directly in the browser (open the portal URL in the browser). If it works there, the username or password was entered incorrectly. If it doesn’t work there either, the administrator must set up valid access.
Cause: Incorrect login credentials or user does not exist in the portal
Problem: "Inventory" module reports “You do not have enough licenses”
Solution: Purchase additional mobile device licenses, release unused licenses: 📄 Nicht mehr genutzte Mobilgeräte deregistrieren IC2297
Cause: Mobile device licenses have been used up
Problem: Scanner not working
Solution: Check Bluetooth connection, re-pair scanner
Cause: Bluetooth disconnected, battery dead
Problem: Synchronization fails
Solution: Check Wi-Fi connection, test portal availability
Cause: No network, portal offline
Problem: Barcodes are not recognized
Solution: Check scanner mode, check barcode type, clean scanner lens
Cause: Incorrect scanner mode, damaged barcode, dirty lens
Problem: App is slow
Solution: Restart the app, close background apps, restart the device
Cause: Too many open apps, storage full, too much local data
Problem: Battery drains quickly
Solution: Reduce brightness, disable Bluetooth/Wi-Fi when not needed, use a power bank
Cause: High brightness, constant network scanning, old battery