Frequently Asked Questions
The trial does not require a credit card. You will have the option to enter a credit card when the trial expires if you wish to start a subscription.
We request that you enter your name and company name when setting up a trial. However, the only required fields are e-mail and password.
The trial includes full access to the system for 5 connections. All the functions are turned on so that you can completely test your workflows.
Your trial system becomes your live system when you subscribe. All the information and connections you setup become part of your live system. If you need us to delete the setup information you have entered so that you can start clean after your trial please contact us through the support e-mail or phone line.
We use e-mail addresses as the connection user name for convenience. We do not validate that the address is a live address. This allows you to use live e-mails for workers in the field but also use some place holder e-mail addresses such as email@example.com or firstname.lastname@example.org as needed.
Since we don’t validate e-mail addresses you can setup a “fake” e-mail address for employees who don’t use e-mail. You can also alternatively setup these employees as virtual users if needed. (See the tutorial on virtual user setup.)
We only accept Visa & MasterCard. At this time we cannot accept American Express or Discover Card.
We will entertain discounts for customers purchasing 100 connections or more. Please call us to discuss your specific situation.
A trial will automatically cancel after 14 days. Month to month subscriptions can be canceled at anytime and will simply run for the remainder of the month that has been paid for. Annual subscriptions can be cancelled at anytime but will run for the remainder of the year that was paid for upfront. We do not refund partial month or partial year subscriptions.
To cancel, simply log-in to the Web Portal, click on Subscription > Manage Subscription > Cancel Plan.
We currently have customers in many different nations but the system and support is only in English. If you do not find the app in your local nation/regional app store please e-mail us and we will get it authorized as needed.
Yes! Feel free to use the app for sharing anything with friends, family or co-workers. ShareMyToolbox is also great for inventorying assets that are not shared. Users have reported inventorying jewelry, firearms, books, etc. Share with us other ways you find to use the app!
The same mobile device interface is available for free users of the personal app as well as paid Enterprise users. The difference is in the availability of a central tool catalog, barcoding and the ability to connect more than 4 people.
Colors are a quick way to identify tool statuses: Blue – Available (Connection’s Tools) Yellow – Available (My Tools) Gray – Unavailable (All Tools) Green – Loaned (My Tools) Red – Borrowed (From Connections)
Terms are user-defined text that will display when a connection requests a tool. This is useful for establishing any requirements on borrowing a tool or consequences for losing a tool. Here are several examples: “By requesting this tool, you agree to care for it in accordance with the employee handbook and return it promptly in good condition, reasonable wear and tear expected.” “You agree to care for my tools as if they were your own and return them to my garage with the beverage of my choice!” For Enterprise users, company wide terms can be established in the settings tab on the web interface.
Click on the tool in the tool view. Click on the status tab.
The minimum required information is the tool title.
Yes! When you set up a tool, the sharing status can be ON or OFF. This is different than making a tool unavailable. A tool not shared will not display to your connections. A tool marked unavailable will display to connections, but cannot be borrowed. In either case they will display to you color-coded gray.
Barcoding is available in the paid Enterprise version for businesses. In this version we activate the phone or tablet camera to scan barcodes. In the free version, you can identify tools by their serial number or any other unique identifier. You should include this unique number in the tool description or title for quick search and access. For example, if you own 10 circular saws, the title could be “Circular Saw 01” for the first one and so forth.
For Enterprise users of ShareMyToolbox there is now an option for virtual connections. On the connection tab of the web interface, select add connection. Select the roll “virtual.” You can now assign tools to that employee. Note that no acceptance is required when tools are assigned to virtual connections.
Click on the yellow connection icon on the dashboard. Click on the employee. Click on the green loaned icon and it will display all the tools you have loaned. This option is only available to administrators.
The available options are determined by what is logical for the current tool status and the current user. For example, if you own the tool and it’s loaned out, the only option would be to check it in. However, if you don’t own the tool and have borrowed it you will receive different options. The workflow is simplified to the most likely action for each user based on the current status of the tool being viewed.
Assuming you are the tool owner or administrator, go to the tool detail view on the mobile device and click on the action icon at the bottom of the screen for iOS or the more icon on Android. Only the owner/admin can edit a tool. You cannot edit a tool that you have borrowed. For Enterprise users, you can also edit or delete the tool in the web interface.
From the dash board, click on the filter icon and search by text string and manufacturer. From a tool view, tools will already be filtered by status, but you can click in the search box to enter a text string for a “best fit” search. Lots of enhancements coming to the search functionality soon!
Click on the main menu icon connections plus icon to add a connection. Enter the person’s email address. If they are an existing ShareMyToolBox user, they will receive a notification to connect. If they are not an existing user, they will receive an email to download the app and the connection request will need to be reestablished. For Enterprise users, click on the connections tab on the web interface and then click add connection.
Field transfer is available on the paid Enterprise version as it requires a central tool catalog which is only available in the Enterprise version. When available, swiping left on a borrowed tool view will show the transfer option to employees. If a tool is checked out (unavailable or borrowed), any employee can initiate a transfer that has to be accepted by either the transferor or transferee. The tool will be updated in the database with the new party in possession thus relieving the tool administrator of this task. In the free version of the app all tools are personally owned by individuals. Thus, they can only be checked out or checked in. You cannot transfer a tool from person to person as there are not indirect connections between people without the Enterprise web interface.
It’s always best to assign tool responsibility to an employee that can accept the tool assignment, however, we recognize that unique situations may occur. For Enterprise users of ShareMyToolbox there is now an option for virtual connections. On the connection tab of the web interface, select add connection. Select the roll “virtual.” You can now assign tools to that to that job or trailer. Note that no acceptance is required, however, only administrators can assign tools to virtual connections unless this privilege is granted to employee roles also.
A web interface is available on the paid enterprise version. Tools can be imported from a provided Excel template or manually entered in a grid format. In the free version you can only setup tools using the mobile app.
Reporting is available on the paid enterprise version. A web interface allows tool administrators to sort, filter and change columns in an easy-to-use grid format. Data can also be exported to Excel for more reporting functionality. Transaction history is shown on the tool history tab for an individual tool on the mobile device. Transaction history for a single tool or multiple tools is available in the Tool History tab on the web interface. In the web interface the history can be sorted and filtered in a variety of ways and Exported to Excel as needed.
Web Portal FAQ’s
The ShareMyToolbox Web Portal is only available to Enterprise Subscribers. This interface provides web browser access to a central tool catalog that users can connect to and share assets. Here are answers to common questions about this area of the system.
Individually via the grid. On the tool tab click the button “add tool.” An empty line will appear to enter tool information. Press tab to move between fields. Remember that the only required information is tool title. Click “save” when you are done. Mass entry. If you have more than several tools to enter, the most efficient entry method is via the import tool. First click on “import tools” and then click on the option to download the import template. Open the file and enter your tools in the format provided on line 2. (Note this line can be deleted when you save the spreadsheet). DO NOT delete the header. Save the file to the same CSV format and import to the web grid. Be patient as it can take a while depending on how many tool records you have! We do not import pictures so you will need to edit your tools to
Click on the trash can icon and the tool record will be removed. Click on the save button at the top to save your changes, otherwise the records will reappear when you return to the grid!
Only admin and employee connections count as paid users, not virtual connections.
On the tool grid, enter the employee as a filter on the “loan to” column (assuming the truck was not a virtual connection). Click the export button and save the file. Open the spreadsheet and delete any tools in this employee’s possession that we not on the truck, ie, still on the job site. Send the file to your insurance carrier.
Click on the edit icon on the row of the tool that you want to change. The edit icon looks like a pencil. This will activate a pop-up box that allows you to change all the data on a tool record. You must save any changes before closing this box for the changes to be set. If the box does not pop-up on your screen please verify that you do not have a pop-up blocker activated in your browser.
On the connections tab click on “add connection”. Select the type of role for the connection you are adding/ There are 3 types of roles as follows:
–Can create personal tools and connections
-Can borrow tools from the company
-Can transfer tools with other employees
-Receives notifications and acceptance is required for tool transfers or -loaned tools if auto accept is not checked
-Can add/edit/delete company tools
-Cannot create personal tools
-Can access the web interface, but not the billing tab
-A virtual connection may be an employee without a smartphone, a location, a vehicle or a warehouse
-Auto accepts tool transfers or loans
Push and in-app notifications will be send to the tool owner, admins and the person in possession of the tool for the following date fields:
-Due back date
-Rental return date
-Either of the two custom fields if used as a date
Would you like to know more about how other contractors track their small tools and equipment? Follow this link to a survey conducted by the ICCIFP. This is an institute of certified construction financial professionals. The survey is for contractors by contractors and has great detail. Link to ICCIFP Tool Survey
The upload time is dependent on the image size. If it’s taking more than a few seconds to upload an image, you should decrease the image size or select a different tool picture.