Tool tracking software
Tool tracking software with QR code labels
Tool tracking software tells you who has each tool, where it is and when it is due back. ExecCortex Asset Management does it with QR code labels, an issue and return record for every handover, and a custody ledger that is never overwritten.
What tool tracking software does
Tool tracking software replaces the sign out sheet on the store room door. It records every drill, laptop, meter, vehicle or ladder you own, who took it, where it went and when it should come back, and it tells you what is overdue without anybody walking the shelves.
In ExecCortex this is the Asset Management app. Every item is an asset on the register with a status, a place, a condition and a holder. Handing something over is an issue, bringing it back is a return, and both are written to the Custody ledger, so the trail of who had what is never lost.
Searchers call this equipment check out, tool check out or QR code asset tracking. The screens below cover all three.
Equipment check out and return
Open an asset and press Issue an asset. It can go to an employee from the Staff Directory, to a place, to a department, or to somebody outside the company. You record when it was issued, when it is due back, and the condition it went out in.
Anything past its due back date shows as overdue on the Custody ledger. No due date means no return expected: a company phone nobody wants back is never on the overdue list. When the tool comes back, Record the return closes the entry with the date and the condition it came back in. Handing it to somebody else afterwards starts a new entry, so the trail is never overwritten.
Holdings by person answers the other question: everything one person has right now. That is the list to check when somebody leaves.
QR code asset tracking and labels
Asset labels prints labels for physical tagging. Each carries two codes that do different jobs: the QR code encodes a web address that opens the asset on a phone camera, and the barcode encodes the asset tag for a handheld scanner. They are not interchangeable, and both are printed on purpose.
Status
In stock, In use, In repair, Reserved, In transit, Retired, Disposed, Lost and Stolen. Lost and Stolen look alarming on purpose.
Condition
One is Very good and five is Unserviceable, always shown with the word. Not assessed is its own honest value.
Places and floor plans
Record where things live, and pin assets on an uploaded floor plan in the colour of their status.
Maintenance
Work orders and Schedules, fixed or floating, with service levels chosen by how critical the asset is.
How tool tracking works in ExecCortex
1.Set up categories and places
Under Setup, add the kinds of asset you hold. Under Places, add the store rooms, vans and sites they live in.
2.Add your tools
Add each tool to Assets with its category, place, status and cost.
3.Print and stick labels
Open Asset labels and print the QR code and barcode labels for each asset.
4.Issue and return
Issue a tool to a person or a site with a due back date, and record the return with its condition when it comes back.
5.Check what is overdue
Open the Custody ledger for overdue items and Holdings by person for everything one person holds.
6.Run an audit
Use Audits to go and look, and record what you found. That is what sets condition and turns the register into one you can trust.
Every screen is explained in detail in the Asset Management guide.
What it does not do
- It does not track location by GPS. Where an asset is comes from the place and holder you record.
- Custody is a record, not a permission. Holding a tool grants nobody any access on the platform.
- Depreciation computes and a person posts. Nothing writes a period into your books by itself.
What it costs
Every workspace starts on the free plan, with no card required. Each app is then priced per workspace and switched on by itself, and capacity packs raise one limit at a time without moving you to a bigger plan. Prices below are read live from the platform.
See every price and capacity pack or read more about Asset Management.
Related: Employee management software, Small business management software, or every use case.
Tool tracking software: common questions
What is tool tracking software?
It is software that records every tool and piece of equipment you own, who has it, where it is and when it is due back.
How does QR code asset tracking work here?
Each printed label has a QR code that opens the asset on a phone and a barcode that holds the asset tag for a scanner.
Can I check equipment out to a site rather than a person?
Yes. An asset can be issued to an employee, a place, a department or somebody outside the company.
How do I see what is overdue?
The Custody ledger lists everything past its due back date. Items issued with no due date are never overdue.
Can I see everything one person holds?
Yes. Holdings by person lists everything currently issued to them.
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