Checking In & Out Tools and Equipment

4 min

Loss and Theft are Common

Tools and equipment represent a major investment for companies.

When equipment is lost or goes missing, the return on this investment is drastically diminished, and replacement costs eat into money that could be used for better purposes.

More effectively managing your company’s tools and equipment by using tracking software and QR code inventory tags can help prevent loss and damage to company equipment, greatly reducing the cost of repairing or replacing equipment.

Companies that are lax about keeping track of assets like tools and equipment suffer a number of negative consequences as a result.

Workers must often spend time searching for equipment and tools. Equipment and tools may go missing or become damaged because of a lack of accountability among workers. Required maintenance may be missed because no one is tracking how much wear and tear equipment is being subjected to. 

Tracking equipment with check-in/check-out systems can greatly reduce these inefficiencies.

What Are QR codes?

QR codes (quick response codes) are 2-D bar codes used to identify various objects. QR codes consist of black square dots arranged within a grid on a white background.

The arrangement of the dots reflects different data. An imaging device used to read the data interprets the arrangement of the dots to decipher their meaning.

QR codes were originally used in the automotive industry to track vehicle components during manufacturing. Now they’re used for a variety of applications, such as shipping and retail. QR codes printed on tags that can be attached to equipment can help organizations better track the use and maintenance of these items.

QR code inventory tags can easily be incorporated into a check-in, check-out solution that can better help companies track their equipment.

What Are Check-In, Check-Out Solutions?

Check-in/check-out solutions allow companies to easily track several bits of data concerning tagged items.

Using QR code inventory labels, companies can tag items and implement policies requiring these tags to be scanned whenever they are used.

This can help companies track when items are taken or returned, and who took them.

Using asset management software, companies can determine how often an item has been used and also record requests for repair or maintenance of that item and when maintenance or repair was performed.

Check-in/check-out systems have several benefits to companies, including:

  • Providing an accurate record of where tools and equipment are and who has them.
  • A fast and easy system for tracking items.
  • Less time wasted trying to find items.
  • Equipment users are accountable for equipment because their possession of it is documented.

Setting up an asset tracking system isn’t just a matter of buying a few scanners and tags, however.

Asset managers need to carefully think out their system and what they need from it. Some considerations asset managers should think about before implementing a system include:

  • Determine how many assets will need to be tracked and how many people have access to these items. Determine a time-frame for check-outs.
  • Determine whether the check-out process will occur in one place, or whether a mobile check-out process is a better solution.
  • Determine the types of reports the system will need to generate (check-ins/outs, person responsible for equipment, maintenance requests, usage logs, etc.).

Careful planning will ensure that asset managers choose the right scanners, tags, and software they need to implement a tracking system that works for their specific business.

Rugged Customized Labels

One component that is often overlooked in the need to include rugged professional grade labels in the total solution.

The labels need to be tough enough to withstand exposure to sweat, water, grease as well as stand up to bumps and knocks so common on a project site.

The labels should also be hard to remove and include permanent adhesive that cures.

There are a number of material choices too, the most common are: polyester, metal foil, and aluminum tags.

Polyester labels are a great choice in many applications because they are slightly flexible and can, therefore, be applied to slightly curved surfaces. Metal foil and aluminum tags are more rigid and require a flat or minimally curved surface.

You should also consider whether to include your company logo and contact information. So, as you can see, these types of labels will require custom machinery to manufacture and are unsuitable for customer printing applications.

Why GoCodes?

GoCodes uses the latest in cloud-based technology and asset management software, as well as durable QR inventory tags, to help companies better keep track of their gear.

With GoCodes, all databases are stored in the cloud rather than on a specific device or computer at your facility. This means that a variety of devices will be able to access and transmit information to your check-in/checkout system’s database.

Your staff will be able to use their smartphones to check in or check out items.

Because the system is cloud based, it’s easy to get up and running, and it doesn’t involve time-consuming software downloads and installs. Users can get started with GoCodes almost immediately, to start tagging and tracking their equipment.

The GoCodes application is highly adaptable, and users can configure it to track a variety of information concerning their tools and equipment. Users can also take and upload pictures of equipment to the system, to provide more information concerning its condition.

The GoCodes application can be used to set up text messages and e-mail alerts, as well, providing convenient reminders to staff that items are due to be checked back into the company’s supply facility.

Also, GoCodes QR inventory tags are tough and durable and can stand up to the daily wear and tear they’ll encounter when attached to your equipment.

By using GoCodes’ durable QR inventory tags and adaptable cloud-based application for tracking tools and equipment, companies can prevent equipment loss and increase productivity.

In today’s highly competitive economy, companies need every cost-cut and productivity boost they can find, making GoCodes a highly attractive opportunity.

About GoCodes

GoCodes is the industry leader in tool tracking. We provide customers with the ultimate single vendor solution that includes cloud-based software, top-rated smartphone scanner apps and rugged QR code tags.

We pride ourselves on delivering a personalized service, cutting-edge technology and software that is easily used by your entire team.

GoCodes ensures our customers achieve success in their tool management projects every time.

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