Tool Tracking App

How It Works

This page provides a written walk through of the key workflow of our tool tracking system. There are a variety of other options available so please contact us to discuss your specific needs.

Tool Inventory 2 Phone

Mobile First

Our mobile tool tracking software was built for mobile devices first rather than simply being a mobile extension of a legacy PC based system. As such, the tool management interface is clean, simple and easy to use. Utilizing modern peer to peer sharing concepts tools can move from warehouse to field or from person to person fluidly. Below is simply one of many workflows available.

Easy to use


Tool Inventory Cloud

Cloud Hosted

As part of the enterprise subscription we provide cloud hosting so that your organization has no software to install on your servers. The cloud allows us to connect your field users to the office. This provides mobile tool tracking without changing your current network setup. We will host an unlimited number of tools allowing you to grow as large as you need. Just sign in and get to work.

No Hardware Needed

Setup is Easy

Tool tracking can be easy. If you have a list of tools ready we can have you setup in 30 minutes.

Tool Inventory Tool List

Tool List

The first step in setting up a mobile tool tracking system is to setup a tool catalog. You can build your tool catalog by importing a list from Excel. By entering tools into our grid in the web interface or by adding tools with your mobile device.

Manually Enter Tools

Import tools from Excel


Tool Inventory Setup Connectivity

User Connections

Users can be setup in the web interface and the system automatically handles the connection process. Alternate places you keep tools can be setup in the system to allow tracking at tool trailers and remote warehouse drop sites.

Quick User Setup

Admin & Employee Users

Assign Tools

To build accountability you need to assign tools to individuals not just to jobs.

Tool Inventory Assign

Warehouse Assigns

The warehouse locates a tool by barcode scan or by searching for it by name. Once selected, the tool is assigned to the employee with the swipe of a finger. When using barcodes the ShareMyToolbox mobile tool tracking app uses the built in camera on phones and tablets, not expensive proprietary hardware.

Tablets & phones

Barcode or text search

Tool Inventory Acceptance

Employee Accepts

Once assigned from the warehouse, the employee then is required to “accept“ the tool when they pick it up with their phone. This helps establish responsibility for the tool with the employee. Acceptance is quick and easy but is critical to establishing accountability.

Decrease tool loss

Increase responsibility

Field Search & Transfer

Tools get lost in the field so that is where you need to focus your tracking.

Tool Inventory Mobile Search

Field Search

If an employee needs to find a tool while in the field they can easily search using the ShareMyToolbox mobile tool tracking app on their phone. By tapping the search icon in the top right of the home screen any user can search for the location of any tool. This mobile tool tracking software feature allows field personnel to easily find and borrow tools from each other as well as see what is available in the warehouse. Tools can be marked as “unavailable“ if there are select tools that you do not want to make available for searching and sharing. This is common when a tool is in need of repair.

Fast search from phone

Transfer more and buy less

Tool Inventory Field Transfer

Field Transfer

Once an employee finds a needed tool they can easily call the person who has the tool to arrange pick up. At the time of pickup, the tool can be transferred from one user to another using the app. By swiping on the tool record, an employee can transfer the responsibility for the tool to the person picking it up. The user receiving the tool must “accept“ the transfer thereby taking responsibility for the tool. This transfer automatically updates the cloud based tool catalog. Now the search and transfer is completed without burdening the office staff to find the tool or update the tool system.

Help the field be responsible

Field transfer saves office time

Updated Tool Inventory

Tools get lost in the field so that is where you need to focus your tracking.

Tool Inventory History

Full History

As each transfer occurs the information is automatically updating the company tool inventory. This cloud based tool inventory keeps a record of every transfer and acceptance. Thus, a complete tool history is available to the office. The office now has an up-to-date tool inventory without chasing field personnel around trying to get them to fill out forms.

History on mobile device

History in web portal


Tool Inventory Analyze

Analyze Information

The tool inventory is available in the web interface. Stored in an easy to use grid the data can be sorted, filtered and grouped as needed. If you need to share the information or analyze it outside the system you can easily export the tool inventory or history into Excel. The system filters, groups and sorts are maintained during the Excel export to keep it easy on you.

Sort, Filter & Group in Web

Export to excel as needed

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