Equipment tracking software
Equipment Tracking Software That Knows Who Has It and What State It’s In.
Trackora follows your business equipment through its working life: who it is handed to, when it is due back, the condition it returns in, and whether it is ready to go out again.
Why equipment goes missing, and how to keep track of it
Equipment rarely disappears all at once. A drill goes to another site and stays there, a laptop comes back with a cracked screen and nobody writes it down, a projector sent away for repair is still listed as available. By the time someone needs the item, nobody knows who had it last.
An equipment tracking system makes each of those moments a record: who took the item, when it came back, what state it was in, and whether it can go out again. Trackora keeps those records in one workspace your whole team shares.
How Trackora tracks your equipment
Shown with the real application and a fictional company.
An equipment record with its status and condition
Each item has its own record: tag, serial number, category, location, supplier and warranty end date, with two things that matter every day: its status, and the condition it is in. Its page shows who has it now, when it is due back, and everything that has happened to it.
Filter your equipment by status, category, location or whether it is out, and change the status, condition, location or category of up to 500 items at once.
Hand equipment out to a person or a location
Check an item out to the person who will use it, or to a location such as a site office or a store room, with a due-back date when it is only on loan and a note. Only equipment marked Ready can be checked out, so nothing in repair or retired is handed out by mistake.
Returns that record the condition it came back in
When equipment comes back, record its condition and a note; the condition is saved on its record and in its history. If it needs repair, set its status to In repair and it cannot be checked out again until it is Ready. Or transfer it straight from one person to the next, without a return in between.
Scan equipment where it is used
Put a QR label on each item. Scanning it with a phone camera opens its page for members of your workspace, with its status and a button to check it out or back in. If a label is damaged, type the tag printed on it instead.
Count equipment by location or category
Run a stocktake for a store room, a whole site or one category of equipment, and scan what is there. Trackora shows what was found, what is missing and what turned up somewhere else, and keeps each completed stocktake on record.
Equipment history and reports
Every check-out, return, transfer and change stays in the item’s history, so you can see who had it before it came back damaged. Reports show what is checked out and overdue, what each location and category holds, which warranties end soon and what each stocktake found, and each can be downloaded as a CSV file.
Status and condition, for every item
Every item has one of four statuses, which decides whether it can be handed out, and a condition your team updates as it is returned.
Ready
In service and available to use or assign.
In repair
Temporarily out of service.
Retired
Permanently out of service.
Lost
Cannot be found.
Condition: New, Good, Fair, Poor, Damaged.
An equipment management workflow, from delivery to stocktake
- 1
Receive
Add equipment as it arrives, or import your existing list from a CSV file, and print a QR label for each item.
- 2
Hand out
Check it out to a person or a location, with a due-back date when it is on loan.
- 3
Bring back
Record each return and the condition it came back in, or transfer it straight to the next person.
- 4
Take out of service
Mark it In repair while it is away, Retired when it is finished with, or Lost if it cannot be found.
- 5
Count
Run a stocktake, scan what is there, and find what is missing before someone needs it.
Business equipment tracking for every kind of kit
The same workspace holds devices, tools and shared equipment side by side, each in its own category. For a register of everything your organization owns, not only its equipment, see asset tracking software.
Devices issued to staff
Laptops, phones, tablets and monitors that each person keeps, and the spares waiting to be handed out.
Employee asset trackingTools and instruments
Power tools, test instruments and other kit that moves between people, with due-back dates and its condition on return.
Equipment check-in and check-outShared equipment in rooms and stores
Cameras, projectors and audio kit kept in a store room or a meeting room, labelled and counted by scanning.
QR code asset tracking
What Trackora does not do
Trackora records who has your equipment and what state it is in. It does not:
- No live location: Trackora records where equipment is kept and who has it, as your team records it; it does not locate equipment by satellite or radio.
- No servicing or repair scheduling: an item can be marked In repair, but Trackora does not plan service dates or remind you of them.
- No usage readings such as running hours or distance, and no calculation of equipment’s value over time.
- No automatic connections to other systems: equipment lists come in and go out as CSV files.
- No booking equipment in advance, and the people using equipment do not check it out themselves: your team records each check-out.
Pricing
One subscription per workspace, from $39 a month, for your whole team, with every feature on every plan. See pricing for the plans, or go back to the Trackora home page.
Questions
- What is equipment tracking software?
- Software that records which equipment your organization has, who is using each item or where it is kept, and whether it is fit to use. It replaces sign-out sheets and spreadsheets, so the answer is up to date whenever someone asks.
- How is it different from asset tracking software?
- Asset tracking covers everything an organization owns; equipment tracking is about the items people use in their work, and how they are handed out, returned and looked after. Trackora does both in one workspace.
- Can Trackora show where equipment is right now?
- No. Trackora shows the person or location your team last recorded for each item, updated with every check-out, return, transfer and stocktake. It does not use trackers fitted to the equipment.
- Can we keep equipment that is away for repair from being handed out?
- Yes. Set its status to In repair, and it cannot be checked out until it is Ready again. Trackora records the status; it does not schedule repairs or servicing.
- Do we need special scanners?
- No. A phone’s camera opens a label’s link in the browser, and the Scan page in Trackora reads labels with your device’s camera too. Labels print from your browser on an ordinary printer.
- Is there a free trial?
- Yes. Every new workspace starts with a free trial, and no payment details are needed to start.
Something else? Contact us.
Know where your equipment is, and what state it’s in
Create a workspace, import your equipment list and check the first item out today. No payment details needed to start.