Asked Questions

Find answers to the most common questions about SmartCert. You can also Contact Support and we’ll be ready to help.

Creating a SmartCert

How do I create a SmartCert?

If you already have a digital file, simply click on the “create SmartCert button” and you’ll be prompted to fill in information about the customer name, batch or lot code, purchase order number, part number and description (if desired).

Once you have entered the information, select the file folder with the documents your SmartCert should contain. Click Create and the process is complete. At this point, you can add additional certs or review the ones you have already added. You can also scan new documents with your phone or tablet for those certs that aren’t received digitally.

How is each SmartCert assigned to a specific parcel or parts?

SmartCert is designed to handle millions of QR codes that may look similar, but contain unique elements stored in the QR code that are specific to the parts they were assigned. All documents added to a SmartCert QR code remain with that unique QR code and those specific parts. Customers or vendors that are SmartCert subscribers could add to that specific SmartCert QR code with additional documents, as the part follows the journey through the supply chain.

How do I keep track of multiple SmartCert QR codes I have printed for my packaging?

Each SmartCert QR code will have a unique identifier printed with the QR code. This way, if you batch print, or don’t immediately attach the SmartCert QR codes to the packages, you’ll know which SmartCert QR code is assigned to each package by matching the LOT number or the PO number listed on each SmartCert QR code.

Do I have to add PO, Lot and part# to create a new SmartCert?

Yes. Each SmartCert QR Code requires a unique identifier. This is currently assigned to a PO number.

Scanning a SmartCert

How do I scan a SmartCert?

Scanning a SmartCert can be done by the camera or QR code scan feature on your Smartphone or tablet.

How do I retrieve my certs?

If you receive a package with a SmartCert QR code label, you can simply scan it with your Smartphone or tablet camera. The device will read the scan and retrieve the documents in the SmartCert.

If you are a SmartCert subscriber, you will click on the button to review certs, which will also populate in your dashboard. If you are not yet a subscriber, you’ll be prompted to list your contact information in order to view the documents in the SmartCert. You will be able to email or print the cert package but will not be able to add documents or create a new SmartCert QR code.


Do my customers need to be a subscriber to use SmartCert?

No. Non-subscribers can scan a SmartCert QR code to retrieve documents. They simply need to enter their email address and company name, and once completed, they can email, print or save the documents to their device.

How do we feature SmartCert in our company’s marketing?

That is an excellent idea, and we agree, SmartCert is a strong differentiator! Contact us for assistance with promotion materials.

How much is a year of SmartCert?

There is a one-time set-up fee for your company. Monthly fees are defined as:
Master Users are $149/mo.
Standard Users are $99/mo.

What is a Master User?

The Master User is usually a Quality Manager that controls and approves the cert packages. They can add, delete, and modify certs within a SmartCert QR code and they maintain and assign users within a company. Most companies will have one Master User within each location’s quality department.

What is a subscriber?

A subscriber can add to SmartCert documentation, but only the Master User can remove documents from a cert package. Anyone can simply “read” a SmartCert QR code with their phone. A subscriber can store, create, and add document packages.

How many “users” does my company need?

We suggest starting with a Master User and adding anyone who might need access to cert packages within your company. For example, most companies need an additional user in QC, one in the warehouse and one in a satellite facility. It is easy to add and remove users within your company’s subscription.

Does my subscription automatically renew?

Yes. You can, however, cancel at any time and your billing will stop the following month.

If I cancel my subscription, what happens to my data and my existing SmartCerts?

Before you cancel, download your SmartCert information to a spreadsheet or similar file on your computer. You will no longer be able to login to your dashboard, but the QR codes on our packages will still function and contain your certs as a “read only” option.

Who has access to our SmartCerts?

As long as the SmartCert QR code is not password protected, anyone who scans the SmartCert QR code will be able to see and access the contents. This is by design. We want this documentation to be readily available to the people who encounter the part. This information is a powerful tool to make sure part specs are correct or verify important information before the parts are installed and sent on to your customers. If you need SmartCert QR codes that are password protected for DFAR or ITAR parts, or if you would like to include information that is protected intellectual property, please ask us about SmartCertSecure. SmartCertSecure is designed to keep documentation in the hands of only those who have password-protected access.

Can a seat be shared with a vendor or a customer?

We offer a referral program where SmartCert customers can receive incentives to add their vendors as SmartCert subscribers. Contact us for more information.

What do I need to send sensitive, password protected documents with SmartCert?

You need SmartCertSecure. Look for announcements about this upcoming product launch, or contact us to discuss your immediate needs.

How do I get my vendors to use SmartCert so I have inbound SmartCerts from my vendors?

Use our referral program to help us sign up your vendors. You can earn your company up to one free year of SmartCert. Each vendor sending you inbound SmartCert QR codes increases the speed and efficiency of your cert transfer process!

What other industries use SmartCert?

We are adding customers in medical, electronics, chemicals, oil and gas, food labeling, and many others. SmartCert is useful in any industry that requires documentation with their product, or anything that requires unique documents to support product sales. Contact us if you think you have an application or a new use for SmartCert!

Equipment and Software

Do I need special equipment to use SmartCert?

No. SmartCert is designed to use common tools: your desktop computer, Smartphones, label printers, and QR codes.

Do all my certs have to be digital to use SmartCert?

Yes. All SmartCert QR codes must either be scanned by your device or pulled from your computer. We can provide recommendations for high-volume scanners for your documents, but all files must be digital to use SmartCert QR codes.

Does this work with IP/DFAR/ITAR parts?

SmartCert is ITAR and DFAR complaint when utilized by certified vendors and controlled by subscribers who meet company guidelines to handle ITAR controlled materials. We use Microsoft Azure Cloud storage and require a password secured login to review documents. An additional security layer can be added to your subscription with SmartCert Secure to further document security and protect intellectual property. Please contact us for more details.

Why QR codes?

QR codes were originally designed to identify parts and their packaging by the automotive industry in the 90’s. We believe they are still the best way to transfer and easily retrieve documentation- especially with SmartCert’s ability to create a unique QR code for each of your product shipments. The evolution of the smart phone and camera makes it possible to have all the documentation for parts in your supply chain right there in your pocket and accessible in seconds from the original packaging.

What hardware do I need to use SmartCert?

A computer and a Smartphone, tablet, or scanner.  There are free apps on both android and IOS devices, but phone cameras, in most cases, are all you need to access certs with SmartCert QR codes.

Will this replace my Quality Department Cert folders?

No. SmartCert is a better way to review and transfer documentation. It does not replace your current required recordkeeping practices set by your industry and the Quality certifications your company holds.

Where do my SmartCerts live in the cloud?

We chose Microsoft Azure Network for cloud storage because it is flexible, scalable, reliable, and secure. Azure utilizes an end-to-end approach to a secure infrastructure built on the backbone of trillions of dollars of global online business and the backing of the Microsoft Corporation.

Will SmartCert integrate directly with my ERP or Quality Management System (QMS)?

Yes, we have developed an API library that facilitates integration with common ERP, QMS and eCommerce platforms.  Contact us for more information.

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