Tools and Equipment

Tools and equipment management built for the field

Track every hand tool, machine, and piece of equipment from check-out to return. QR-coded check-ins, photo-based inspections, and a single register that shows where everything is.

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Built for the built world

Purpose-built for tool sheds, yards, and equipment crews. Not a generic asset tool.

Built in Gearbelt

One mobile-first system for hand tools, power tools, equipment, and heavy machinery.

QR-coded check-in/out

Scan an asset to check it out, log condition, and create the handover record.

Works offline

Capture check-outs, inspections, and condition reports, even without internet.

Trusted by companies, projects and teams of all sizes

What is a tools and equipment management system?

A tools and equipment management system tracks every asset across an operation, from hand tools through to heavy equipment. It records who has what, where it is, when it was last inspected, and what condition it's in.

Gearbelt brings check-in/check-out, location tracking, inspections, and maintenance scheduling into one mobile-first system designed for site-based teams.

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Why use Gearbelt to manage your tools and equipment

Built for the field

Manage hand tools, power tools, equipment, and machinery in a single mobile-first system designed for site-based teams.

Eliminate lost tools

Every tool is tracked from check-out to return. Site managers know who has what without chasing paperwork or rummaging through tool sheds.

All asset types in one place

One register for hand tools, power tools, equipment, and stationary assets. Service history, inspections, and condition reports all linked to the asset.

Real-time visibility

See what's checked out, what's available, and what's due back. No spreadsheets, no whiteboards, no morning briefings spent figuring out who has the impact driver.

Compliance made easy

Every check-out, inspection, and condition report is timestamped, signed, and audit-ready. Build the chain of custody your industry requires.

Scalable for any operation

Handle one tool shed or hundreds of yards across multiple regions. Mobile-first design means crews are productive on day one.

Coming soon — An AI agent for your tool shed

Storm, the AI agent already running in Dashpivot, is being extended into Gearbelt. Soon, check-in/check-out records, condition reports, and inspection forms will draft themselves from voice notes and photos at the asset.

Crews speak the condition, snap a photo, and the handover record is filled out for them. Tool managers and supervisors review and approve every record before it's finalised.

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Common Tools and Equipment Use cases

Location Tracking

Track tools and equipment across multiple sites with real-time location updates through inspections, check-ins, and asset registers. Reduce downtime and avoid misplaced assets.

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Check In / Check Out

QR code-based tool and equipment check in/out system. Workers scan assets, capture condition and location data. Real-time tracking eliminates paper logs and lost equipment.

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Tool and Equipment Inspection

QR code-based tool and equipment inspections. Operators scan assets, complete mobile checklists, capture photos, and create traceable safety records before each shift.

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Streamline your tools and equipment management

Crews shouldn't have to choose between getting tools fast and keeping records straight. Gearbelt captures check-outs and inspections at the asset, so workers get tools while managers see what's out.

Photo-based check-ins

Verify location for compliance and payroll accuracy.

Digital signatures and sign-offs

Crews, supervisors, and tool managers sign off in the field. Every record is timestamped and traceable.

QR-coded asset access

Scan a QR code on any tool or piece of equipment to open the right form. No clipboard hunting, no manual asset lookup.

Live asset register

Every tool and piece of equipment in one place, with full service history, inspections, and current location.

Mobile-first time capture

Complete check-ins, inspections, and condition reports from the field. Works offline, syncs when you're back in signal.

Custom templates

Adapt check-in/out and inspection forms to suit any asset type. Build new templates without code or IT support.

Issue and damage reporting

Log faults and damage with photos and severity levels. Issues flow straight into work orders, linked to the asset.

Inspection scheduling

Trigger inspections off check-out counts, hours, calendar intervals, or custom usage. Crews see what's due before equipment leaves the yard.

Enterprise-ready tools and equipment management

Set guardrails at the workspace, asset register, and template level. Control who can build templates, edit records, and approve work orders.

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Workspace-level controls

Set guardrails at the workspace, asset register, and template level. Control who can build templates, edit records, and approve check-outs.

Full audit trail

Every check-out, inspection, fault, and sign-off is timestamped, signed, and traceable. Complete chain of custody for every asset.

Central oversight, local execution

Align inspection forms and check-in/out processes across regions while local teams adapt to site conditions. Roll up to enterprise-wide visibility.

Integration into existing systems

Connect to ERP, accounting, BI, and asset management systems via Flowsite or open API. Asset data flows wherever you need it.

Access controls and permissions

Role-based permissions at every level. Control who can check assets out, raise damage reports, and approve inspections.

Scalable rollout

Deploy to one tool shed or one thousand. Mobile-first design means crews are productive on day one.

"Like Sitemate’s other products, Gearbelt was very easy to implement from a systems perspective… we can customise it ourselves to suit our requirements.”

– Bella, Application Systems Officer

FLOWSITE

Connect your asset data to the rest of your business

Asset records shouldn't live in a silo. Flowsite lets you connect Gearbelt to the tools your business already runs on, from plug-and-play integrations to full programmatic access.

Flowsite Integrations

Push asset data from Gearbelt into Xero, QuickBooks, Power BI, SharePoint, Power Platform, ERP, and more with no-code integrations. Connect in minutes with drag-and-drop configuration.

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Open API

Build custom integrations and pull asset data directly into your own systems. Full programmatic access for teams that want complete control over how data moves.

Sitemate MCP (Model Context Protocol)

Connect your asset data to AI tools and workflows outside of Sitemate. MCP gives external systems structured, read access to your Gearbelt data with proper authentication and permissions.

See how Sitemate has helped companies like yours improve their tools and equipment management system

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Infrastructure

Burton Contractors

“Everyone knows what needs to be fixed and when. We can prepare the day better because faults are logged and sent to the right person in real-time.”

Energy & resources

Great Southwestern Construction

“Before, when it was all on paperwork, crews weren’t rolling out till an hour, hour and a half later.”

How to set up a tools and equipment management system using Gearbelt

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Build your tool and equipment register

Load every hand tool, power tool, machine, and piece of equipment with categories and ownership tags.

  • Asset categories
  • Serial numbers
  • Ownership and yard tags
  • Custom fields

Generate and apply QR codes

Print QR labels for every tool and asset, then attach them to the equipment.

  • QR label printing
  • Durable label material
  • Consistent placement
  • Backup ID system

Configure check-in/check-out workflows

Set up the photo, condition, and signature fields workers see at handover.

  • Photo requirements
  • Condition fields
  • Signature points
  • Auto-assignee rules

Set up inspection and condition templates

Build pre-use inspections, post-use checks, and damage reports per asset type.

  • Pre-use checklists
  • Condition fields
  • Severity tags
  • Supervisor sign-off

Configure damage and issue reporting workflows

Define how damage gets routed for review, repair, or write-off.

  • Severity routing
  • Repair approvals
  • Cost capture
  • Replacement triggers

Comparison: Digital system vs Legacy Systems

Check-in / check-out

Location tracking

Tool and equipment inspections

Asset register

Damage and issue reporting

Compliance and audits

QR scan, photo of condition, digital signature

Real-time location of every asset and who has it

Photos and condition notes, signed off

Always audit-ready

Logged at the asset, flow to work orders

Every record timestamped, signed, asset-linked

Legacy

Sign-out sheets, lost keys, illegible signatures

Guesswork and shed sweeps

Paper checklists, lost photos, disputes

Scramble to compile records

Mentioned verbally, lost in handovers

Manual prep, days to compile records

Frequently asked questions

What does the Tools and Equipment Management System cover?

The Tools and Equipment Management System covers three main workflows: check in and check out (tool allocation and returns), location tracking (real-time equipment visibility), and tool and equipment inspection (condition monitoring and maintenance scheduling).

Is the Tools and Equipment Management System standalone, or does it work alongside other Sitemate components?

The Tools and Equipment Management System sits inside Gearbelt and works alongside the Sitemate App for front line worker access. The Fleet Management System runs on the same Gearbelt platform for vehicles and heavy machinery.

What does a typical tools and equipment workflow look like?

A typical workflow runs through QR code scans on the asset itself. Workers check tools in and out by scanning the code, capturing condition with a photo, and updating the location. Inspections happen the same way. The asset register updates automatically with each scan, building a complete history per tool.

What types of assets does the system handle?

Anything from hand tools (drills, grinders, levels) to mid-size equipment (generators, pumps, scaffolding). The platform doesn't differentiate by asset type. You define the asset register and templates to match what you manage.

Does the Tools and Equipment Management System currently use Storm for AI form filling or template generation?

Not yet. Storm is currently available in Dashpivot but not in Gearbelt. AI capabilities for tools and equipment workflows are on the roadmap. In the meantime, asset records are captured through mobile-first forms accessed by scanning QR codes on the equipment.

How does the human stay in control of tools and equipment records?

Tool managers and site supervisors review and approve all records before they're committed. Workers sign off on check in and check out, supervisors verify equipment allocations, and inspections are reviewed before equipment is cleared for use. Every change has a traceable owner.

Does the system support compliance and inspection record requirements?

Yes. Inspection records, check in and check out logs, and condition reports are timestamped and signed off, creating a full audit trail per asset. Records are exportable as PDFs for compliance reporting.

How does the system handle audit trails for tools and equipment?

Every record is linked to the asset it belongs to. Check ins, check outs, inspections, and condition reports build a complete history per tool. Records can be filtered, searched, and exported for compliance reviews.

How long does it take to set up the Tools and Equipment Management System?

Most teams are running their first check ins and check outs within days. Assets can be uploaded via CSV or set up individually with QR codes printed straight from the platform.

Can we tailor the system to match our existing tool tracking processes?

Yes. Every template can be edited to match your terminology and asset types. You can build any check in, check out, or inspection workflow without writing code.

Know where every tool is, Without asking anyone.

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