The Tool Tracking Software App Built for the Front Line
Sitemate’s Tool Tracking Software App is powered by Dashpivot, and allows site teams to easily log tool tracking at the job site. Storm, Sitemate’s AI agent, can fill out reports with tool details, location status, and even photos, then site supervisors can review, edit, and sign off directly on the form via e-signature.
Trusted by companies, projects and teams of all sizes
Why Tool Tracking Software management Is Harder than It Should Be
Time-consuming manual tool tracking
Teams using spreadsheets or paper-based logs take a long time to record which tools are checked out and where.
Delays in locating available tools
Without a clear system to track tool location and status, workers can spend time searching for tools that are already in use elsewhere.
Missing and outdated tool records
Spreadsheet-based tool records can go out of date quickly, and paper-based logs are easy to lose before reaching the office.
Financial loss due to poor tool visibility
Without clear records of tool location and condition, tools can go missing or unserviced, leading to unplanned costs.
A Smarter Tool Tracking Software App
AI-assisted tool report creation
Storm can help turn user prompts into a complete tool report, pre-filled with details specific to user input.
Real-time visibility on tool location and status
Workers can check tool location, condition, and availability in real time, without needing to search across site.
Supervisor review before tool status updates
Updates to tool condition or availability are routed to supervisors for review and sign-off before records are locked in.
Financial loss due to poor tool visibility
This Tool Tracking Software App uses Dashpivot’s cloud storage system where all tool records are stored. Looking into previous records can be done with a few taps and clicks.
Understanding Tool Tracking Software Software
What is a Tool Tracking Software App?
A Tool Tracking Software App is a tool that site personnel and equipment managers use to track the tools and small equipment used across a project or site. These records are usually set up when a tool is first brought into service, and cover details on the tool's location, condition, and the worker currently assigned to it. With a Tool Tracking Software App, teams can keep a digital record of each tool, as well as its movement between sites and workers.
What does a Tool Tracking Software App help record?
- General information like tool name, ID number, and category
- Current location and assigned site or project
- Worker or crew currently responsible for the tool
- Condition of the tool at check-out and check-in
- Maintenance or repair history
- Supporting photos and attachments
Why is tool tracking important?
Tool tracking is important because it is a means by which site personnel can confirm the location and condition of tools, and escalate any losses or damage to the responsible party before they affect the work. These issues can arise from factors like tools being misplaced between sites, borrowed without record, or worn down through regular use. This is especially relevant to job sites like construction sites or industrial plants, where a large number of tools move between crews and locations on a regular basis. Additionally, tool tracking records serve as a basis for teams when replacing lost or damaged tools and confirming accountability among workers.
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Feed Storm the tool details
Personnel logging a tool can use the voice recording feature while they check its condition and location, and take photos of the tool, eliminating the need to manually input information.
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Data mapping
Storm extracts insights from user input, voice notes, and photos, sorts the raw data, and uses those insights to populate the right data fields of the tool record.
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Review of tool draft
Personnel in charge of the tool should review the auto-populated fields to ensure everything is correct, and add any missing context.
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Supervisor review and approval
Supervisors will then review the record for any identified issues before approving it as up to date. Any identified issues will first be flagged for follow-up or repair before the record is signed off.
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See How Sitemate Has Already Helped Companies Like Yours
"Instead of spending 5 days on data entry, it's now just ad hoc time checking the data coming in electronically."
- Rhys Thomas, CFO
95% time saved
On manual HR data entry tasks
0 lost forms
Thanks to digital submission
Tool Tracking Software App with Flowsite
Flowsite automatically transfers completed tool tracking data from Dashpivot into asset dashboards and reporting systems, removing the need for manual re-entry. Site and fleet teams get real-time visibility of tool location and condition, so equipment can be reviewed and actioned with minimal admin work.
Comparison: Paper Tool Tracking Software vs Digital Tool Tracking Software
Most project teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move your method statements to a digital system.
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Paper |
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|---|---|---|
| Form access | Instant access to tool tracking forms by scanning a QR code | Requires asset identification and printing of forms |
| Data gathering | Storm auto-populates fields using photos and voice recordings | Manual data entry, which is time-consuming |
| Tool location and assignment tracking | Tool location and assigned user tracked automatically in one place | Requires manual updates across registers or spreadsheets |
| Escalation | Automated notifications escalate missing or overdue tools immediately to supervisors | Requires manual hand-offs |
| Storage | Records stored in the cloud, accessed by searching or filters | Requires bulky binders, cabinets, and manual searching |
| Supervisors' approval routing | Structured approval routing and notification tracking | Requires physical sign-offs, which can delay approvals |
| Audit readiness | All tool records immediately available for auditing | Requires manual compiling |
Frequently asked questions about the Tool Tracking Software App
Does Dashpivot work even if offline?
Yes, Dashpivot can work even without internet connectivity. It stores all collected data, like photos and tool status, on the phone and automatically syncs when connectivity returns.
How does AI help when logging tool details?
Sitemate’s AI assistant Storm can extract data from photos and voice recordings and auto-fill the relevant fields on the record. This process eliminates manual data entry, which significantly streamlines how teams use tool tracking software on site.
How does QR code scanning work in the app?
Each tool can be tagged with a unique QR code. Upon scanning the code, the app immediately displays all relevant records and history for that specific tool.
Can I generate dashboards from tool records?
Yes, with Flowsite, you can generate dashboards based on collected data from tool records. Supervisors and managers can easily track tool location and condition across a project without the need to manually compile registers.
What happens to the workflow when a tool is flagged as lost or damaged?
Dashpivot’s notification system alerts the assigned supervisor once a tool is flagged. From there, the supervisor can assign a corrective action, mark the tool as out of service, and require a follow-up check before it’s returned to use.
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