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Company Overview

The ARGE at Bern Train Station consists of the renowned construction companies KIBAG, Wirz, WALO, and Kästli, collaborating to realize the century-long project “Zukunft Bahnhof Bern.” The station is undergoing a comprehensive expansion while remaining operational, scheduled to be completed by 2029. The project includes a new underpass, four additional tracks, and numerous new access points, with a total cost of approximately CHF 1.2 billion.

Around 2,500 machines and devices are in use, managed by hundreds of construction workers over a total construction period of twelve years.

The Challenge

Every major construction site brings immense logistical demands—but the Bern project goes further. Machines and tools come from four partner companies, are rented, shared, and need to be tracked and assigned precisely. Traditional Excel sheets or paper documentation would quickly become unmanageable in this scenario.

For example, to properly manage costs, liability, and returns, the ARGE needs a precise, real-time overview of which device or machine is located where, whether it is owned or rented, and who is currently using it.

Key challenges included:

  • Managing equipment and machines from four companies, flexibly deployed and transparently tracked.
  • Monitoring rental and return deadlines to control costs and secure returns.
  • Flexible user and permissions management, as workers from different companies take on changing roles.
  • Minute-accurate tracking of usage and locations for precise billing and smooth collaboration.
  • Maintenance management and defect reporting must function digitally, reliably, and traceably over many years.

The Solution

Timly was implemented as the central software solution for digital management of the entire construction site’s equipment pool—offering much more than traditional lists. The process begins with digitizing all tools, machines, and vehicles: each item receives a QR code and can be uniquely identified via smartphone or tablet. GPS functionality allows the exact location of any device to be tracked at all times—a priceless advantage on a kilometer-long site with tunnels and sprawling storage areas.

Workers use the intuitive app to document the check-out and return of each item, its assignment to construction sections or individuals, and usage duration.

Key Features and Benefits:

  • QR and GPS tracking provides instant insight into every item—location, user, and usage history included.
  • Digital check-outs and returns document responsibilities and ensure legal compliance.
  • Automated usage data captures operation times and machine mileage, providing the basis for precise billing between partners.
  • User management supports multiple roles per company and construction section—from standard users to dispatchers and supervisors.
  • Integrated maintenance planner ensures inspection deadlines are met; defects and repairs are documented centrally with photo evidence.

“Through the documentation in the Timly tool tracking software, we manage to see exactly which company has used which machine and for how long, and can then invoice this. This allows us to work more cost-efficiently.“

Daniel
Schmid
Construction Foreman
KIBAG
Daniel Schmid

The Results

Timly’s inventory software has elevated tool management and site coordination to a new level. The ARGE benefits from oversight, traceability, and flexibility in daily operations.

  1. Equipment and machines can be assigned and tracked accurately across locations.
  2. Monthly reports provide an overview of inventory, vehicle mileage, and machine usage.
  3. Rentals and billing between companies are error-free, with minute-level usage documentation.
  4. Maintenance, defects, and inspections are recorded in the app, with reminders to ensure nothing is missed.
  5. GPS tracking allows devices to be quickly located across the extensive site, preventing losses.
  6. Digital management fosters accountability and proper handling of equipment.

Key Takeaways

The cloud-based, mobile inventory management system not only eases the workload for the ARGE as a collective—it also sets best practices for large-scale construction projects:

  • Collaboration across multiple companies is facilitated through transparent inventory tracking and flexible user management.
  • Digital check-out, return, and location tracking ensure legal compliance and full traceability.
  • Maintenance schedules and rental deadlines are reliably monitored, reducing downtime and costs.
  • GPS and QR-code tracking promotes efficient collaboration, even with changing teams and complex site layouts.
  • Responsibility and care for equipment increase noticeably through personal assignment and digital usage history.
  • Timly proves itself as a central solution for all aspects of inventory management—for site managers, dispatchers, and controlling alike.