Gadget Tracker equipment management

Inventory Gadget Tracker has essentially two user interfaces, from the app on your phone, and from a web browser like Internet Explorer, Google Chrome, Microsoft Edge etc. It is from the web interface that you create and manage users, tools and projects, as shown on the page Administration of users in Gadget Tracker.

In addition, the web solution is used for reporting and managing projects and equipment. It will mainly be the asset manager or solution manager that will be utilizing this part of the solution as it is designed for overview and management of all tools and projects the company manage. The phone app is the individual employee’s tool for controlling equipment for which one is responsible. Of course, there is a very good search function also in the app for finding who has what tool where.

NB:  All images on this page are enlarged if clicked.

If you want to watch videos of how to use the app instead, click here!

Reporting for the Asset Manager

By going to, you log on to the solution. After login, the opening screen appears, with the first report showing a summary of the assets you have under management, as well as exceeded due dates or reduced quality of tools / equipment.

For an Administrator, the gray tiles are clickable, others may use the menu bar at the top of the page. This page is the starting point for both reporting and allocation of equipment from an asset manager’s perspective.

Reportarea 1: Tools

To provide the easiest way of getting an overview of all tools, and their status, position etc, we have created a report where all tools are displayed, but in the first view based on categories. When registering a tool for the first time, it is required that the tool is assigned to a category. The categories you make yourself and add or remove new ones as you need to. The categories provide a quick overview of inventory, what is available and occupied, as well as the ability to quickly view asset details if desired.

The report shows in column one from the left; Category Name, then Total Number of Units in the Category, Total Number of Available Tools (not allocated to Person or Project) and finally Number of Allocated Tools.

If you click on the Category Name in column 1, you will get the details about the content of this category.
In this case, we clicked the category Compressors. (Develop is aware the category names etc. is written in Norwegian. You obviously use whatever language you want)

The report that appears will display Tool Name, Number of Devices (set to 1 by default, but can be changed when needed), Description, Model, Condition, who the tool is Assigned To, end date of tool assignment ( Allocated to Date), the tool’s geographic location and link to the tool’s manual (Manual). By clicking the pen in the last column you can update the details of the tool, including allocating available tools in time and to project / sub-project, quality change etc. More details about these information items further down the text.

We have made Gadget Tracker as flexible as possible in the way that you can choose to utilize information fields, but it is not required. However, in order to ensure that the information about who has or is responsible for a tool is trustworthy, we have a process that must be followed regarding allocating tools between people or from person to project. A tool that is already assigned must be released to the warehouse by the current responsible person before it can be allocated a new project or person. This is done by the tool holder in the phone app, and thus is a quick process, at the same time having an audit trail that keeps the lines of responsibility clear. This means that you as the manager for allocating equipment quickly can make your decisions without compromising any tool holder.

Watch video: How to create, edit and delete tools

In the report above, what compressor should you request to be released? Should you take the available compressor and move to another project?  That compressor is currently allocated to a project with address in Ramfjordbotn, Northern Norway. Should you call the person who has the compressor, and reported the tool itself to be in Hoffsveien, Oslo, and ask if it’s available for you in two days? The report says that it is only allocated until July 01, and the address in Hoffsveien is the correct location of the compressor. It is most likely wrong that it is physically in a project in Northern Norway, someone has probably not done their job completely? Or do you have to buy a new compressor?

The goal here is to have the necessary information to make the best decision and to implement the decision with immediate updating of the action to everyone in your company.

You choose to check out the Hoffsveien, Oslo, compressor. You click on the name in the leftmost column and get the information you need:

It is registered as allocated to a project in Tromsø, but was last updated 03 May, and it is the address of where the last update was done that appears, i.e. Hoffsveien, Oslo. The compressor has been set to medium condition, but the warranty will not expire until 2019. You contact the responsible person to check the information, and it turns out that the compressor is in Oslo and it only has a minor error. They release the compressor and you start the allocation of the compressor to a new project.

You return to the report for the tool (press back in your browser and tap the pencil to the far right).  The dialogue box with information about the tool comes up, and you allocate the tool from storage to your chosen project.

When you are editing a tool, you can add photos of the tool in the Gallery-tab. In the tab, you can press «Add picture» and add images. The pictures can be added as a primary photo or in the gallery.

If you want to add a certificate, you can open the Certificate-tab. Here you can press «Add certificate picture» to add a photo (or PDF-file) of the certificate or warranty on the tool, along with an expiry date.

Watch video: How to edit tools.

Report area 2:  Projects

In Gadget Tracker, you register projects according to the need you have. There is not much information required, a name, an address and whether the project is active.

In Gadget Tracker, equipment is allocated to a user, which in Gadget Tracker is a person or a project. Everything else is by definition tools available for everyone from your warehouse/storage facility. A tool assigned to a person must be released by that person to the warehouse before it can be allocated to, for example, a project. This because the employee should know that nothing is removed from his / her portfolio without the person’s involvement.

Just a note on this, the tool does not physically need to be moved to a warehouse, employees can agree handovers as they want. Digitally however, the tool needs to be released before allocated to a new person/project, to keep the audit trail of who has been responsible for what.

How to create a project and sub-project in Gadget Tracker – watch video.

At the same time, it is important to know what is allocated to the projects. The project opening report shows this, Project Name and the number of tools allocated to the projects:

By clicking on the number in the Tools column, such as the number 2 in the project Nye Garasjer Lykkebo Ås, you will get the list of equipment for that particular project.

When you click the pencil to the right in the table, under Action, the tool details screen will be displayed. Here you will find the information items of the tool, with project allocation field and optionally subproject, tool condition, tool tool link, tool allocation date, etc. All of these fields are not mandatory to fill in, but are designed to meet different needs. For example, the allocation date can be used both as an overview of when equipment becomes available or when a leased tool is returned, but the field does not have to be filled in. The same applies to the other fields, except Tool Name and Category, which must always be populated, and Tool Key Code, which will be filled out automatically upon initial registration of the tool.

Clicking on the tool’s Name (far left in the tool report) will provide information about where the tool is, who updated the information last, tool condition, and whether it is allocated to a given date. In addition, here is a picture of the tool and the tool’s certificate / warranty document, if this is uploaded, and expiration of any warranty / certificate validity. This is the same tool detail report as shown in section 1.

Reportarea 3:  In use

This report shows the number of allocated tools, and only filters on tools in use. All other functionality as shown above. You can click the tools to allocate the tools back to storage.

Reportarea 4:  Certificate Warning

This report shows the number of tools that have a certificate or warranty that is about to expire. A tool that has less than 90 days to expiration is reported with a yellow mark, and less than 30 days shows a red-mark. Clicking on the report will provide a list of all tools that is approaching the warranty expiration.

Watch video: Certificate Warning.

Reportarea 5:  Condition Warning

This report shows tools that have been rated to a less than satisfactory condition. Yellow mark is medium, thus usable but with some error, and red mark means out of order. If you click on the tile, the list of the substandard tools or equipment will appear in this report. Clicking the name on the left, or the pencil on the right, for each tool, produces the same reporting or the change options as shown earlier.

You can also choose to set the field Condition to Free Text, or not use it at all, and of course this report will not give the result you see here.

Watch video: Condition Warning.

Reportarea 6:  Project Date Warning

This report shows tools that have been allocated in time to, for example, a project. As the expiration date of the tool approaches, this will be reported. 90 days before expiration, the tool is marked in yellow and 30 days before in red. This gives you an overview of when an event is to be performed.

In addition to having an overview of how long the equipment is occupied, we have heard of several other applications. Some examples are as follows:

Equipment due for repair/maintainance usually has a completion date and this is what is entered as the allocation date. As an example, you can create a project in Gadget Tracker called For Repair and transfer the tool here, with an allocation date for when it will be completed.

Equipment rented out to a third party is usually time-limited. For example, you give a project the customer’s name and the allocation date is set to the end of the rental period. Since data is easily exported from the Tracker gadget, this can also be used to calculate cost, etc.

Watch video: Project Date Warning.

Reportarea 7:  Overall Search

Sometimes you just know what you’re looking for, info is all you need. Then press the tile Tools or select Tool Categories in the menu at the top of the page (in the black field) to open the tool screen. In the search box at the top, type what you are looking for and a list menu will drop down with everything that satisfies your keyword.

Click what you are looking for in the list menu and you will get the details of the specific equipment.

If you enter the Projects menu, the search box will search for project name and if you select one of the three expiry/condition reports, the search will be limited to the list that appears in either of the reports.

In other words, if you first click on, for example, the Condition Warning Report, the search is within the tools in this report.

Reportarea 8: Tool-map Overview

It could be practical to get an overview of all tools in your system. Cars and other vehicles move around, projects allocate tools back and forth and tools are always moving. On the tool-map you get this overview.

To open the map, press Locations in the black top menu.

The map opens in a new tab, so you can continue using other reports.

Watch video: Map Functions.

The map opens and shows all locations where your tools are registered. You can zoom in on the map with the + and – button on the side, og filter the search results in the top menu.

The map shows numbers where there are multiple tools in one location. By clicking the number you zoom into the map, until you get to the tool you were looking for. By clicking the tool, you will be taken to the tool reportarea.

At the top of the screen you see the categories you can use to filter search results. If you only want to see compressors, you press compressors in the search area Tool Categories. After choosing your filters, press the map to update the search results.

The search area also lets you search for tools in freetext, where you could e.g. write compressor.

If you want to remove all filters you can press the reset button in the menu. By clicking reset, all tools will again be shown on the map.