Tool Management Solution: Software Ensures Order

What a Tool Management Solution Must Have

Nowadays, a smart Tool Management System (TMS) can only be implemented in a software-based way. Printed lists and device files kept in the office and far away from the company’s current work locations quickly become outdated. Updating current information regularly costs working time and is often omitted in practice due to time pressure or convenience.

A TMS is truly effective when it is possible to access it from any possible location. Intuitive usability is an important basic prerequisite for acceptance among your own staff. Its importance should not be underestimated, because data quality usually depends on the diligence with which it is recorded. That is why a specialised TMS always has an advantage over generic solutions such as Excel spreadsheets, which can only be operated sensibly on a sufficiently large monitor in the office.

Tool Output Systems as the Basis for Effective Tool Management

In practice, the TMS must be designed in such a way that employees can log into it from any possible work location. In addition, it should be possible to call up the database with a mobile device. Only then can it be guaranteed that, for example, on a construction site, it can be entered without significant effort to which employee a tool was issued. For this reason, Timly’s inventory software is implemented as a cloud-based service.

The data is stored on a server and the software runs centrally there. Users only need a PC or other internet-enabled device to work with Timly browser-based. Despite the outsourcing of data to the cloud, the issue of security is not neglected. The servers used comply with the strict requirements of the German Data Protection Regulation (DSGVO) as well as the GDPR.

Integrated rights management ensures that authorised users can only access the content intended for them. Every conceivable work tool can be recorded in Timly’s intuitive maintenance management software. This is ensured by flexibly customisable profiles. In addition to all the desired information, files can also be stored there, such as photos documenting the current condition or inspection records of machines. Each asset has its own calendar that manages all upcoming appointments. If desired, a smart reminder function sends timely notices to stored contact persons.

Tool Management With App and QR-Code Ensures Practicality

Nowadays, employees are used to receiving important information via app on their smartphone. Even transactions such as orders and bookings are now largely made via apps. Consequently, Timly offers a web app with which the tool management solution can be used from any smartphone or tablet.

QR codes make it easy to call up inventory profiles. These can be attached as stickers to equipment or storage locations. By simply scanning them in the barcode scanner of the app, every authorised employee has the possibility to call up or update information in a time-saving manner. The recording of current locations is thus done in a matter of seconds. The same applies to requesting work equipment and reporting damage. With the Timly inventory app, important documents are always available at the respective work location.

Making Tool Management Smart With IoT Trackers

The Timly inventory software is constantly being further developed. Numerous features that are in demand in practice have found their way into the programme in recent years and make Timly one of the market leaders. One example is the possibility to natively integrate IoT sensors from the cooperation partner adnexo.

An IoT tracker, for example, ensures that locations of high-value machines can be determined at the touch of a button. Geofencing draws a virtual fence around the work equipment. If it is removed from it, the software sounds an alarm. Other supported IoT sensors include temperature sensors, humidity sensors and distance measuring devices. Automated monitoring relieves employees and saves valuable working time in practice.

Resource Conservation Also Includes a Working System

Innovative repair and recycling processes are one possible way of saving costs in tool management. Different variants of these are offered on the market. However, it is at least as important to promote the careful use of tools in advance. Personal responsibility for “one’s own” tools is an essential building block for this.

Experience has shown that assigning tools to employees increases their willingness to handle them with care and look after them properly. With Timly, such a system can be implemented very easily. The transfer is possible at any time with the app. The history in the digital file of work equipment also helps to monitor parameters such as durability and susceptibility to repair in the background.

In General: Testing Recommended Before Introduction

The developers of tool management solutions often have different focuses. Therefore, it may be worthwhile to carry out test phases before making a decision. Timly has always been particularly suitable for managing work assets in the dynamic environment of construction and trades. Those responsible should always be able to see where assets are and what condition they are in. However, the developers also attach particular importance to ease of use. Timly provides real added value for employees in practice, as important information is always at hand in the app.