How does Scanlily track equipment locations?

Scanlily uses GPS tracking combined with QR code scanning. When workers arrive at a job site, they scan the QR code on equipment, which automatically updates the GPS location for that item and any nested items (like tools in a toolbox). Managers can view all equipment on a map through the web or mobile interface, seeing exactly which tools are at which job sites. This prevents delays from missing equipment and reduces time spent searching for tools.

How does the equipment checkout system work?

Scanlily's checkout system works like checking out library books. Workers scan a QR code on equipment to check it out, recording who took it and when it's due back. The system tracks equipment status and sends automated notifications when items are overdue. This creates accountability, reduces equipment loss, and helps managers know who has what tools at any given time. The reservation mode allows scheduling equipment usage across multiple projects to prevent conflicts.

Can Scanlily help prevent equipment breakdowns?

Yes, Scanlily includes maintenance scheduling features. Set reminders for equipment maintenance, oil changes, battery charging, blade sharpening, or replacement schedules. The system sends email and app notifications when maintenance is due. You can instantly flag tools requiring attention or repair, preventing broken equipment from being sent to job sites. This proactive approach reduces unexpected breakdowns that cause project delays.

Do workers need to install an app to view equipment information?

No, workers and subcontractors can scan QR codes with their phone's built-in camera without installing any app. For items marked as publicly viewable, scanning the QR code displays information, user manuals, instruction videos, and documentation through a web browser. This makes it easy to provide access to safety instructions, assembly videos, or operating manuals without requiring everyone to create accounts or download apps.

How does Scanlily help recover lost equipment?

Scanlily offers "Scan if Found" QR labels that encourage honest finders to return equipment. When someone scans the label, they can contact your company to arrange return. Additionally, GPS tracking records the last known location of equipment, helping crews retrace steps to recover items left at previous job sites. These features reduce replacement costs by recovering tools that would otherwise be permanently lost.

Can I attach instruction manuals and videos to equipment?

Yes, attach PDFs, photos, videos, audio notes, and links to any equipment item. This is particularly useful for scaffolding assembly instructions, safety equipment procedures, or specialized tool operation guides. Workers scan the QR code on equipment to instantly access these materials on their phones, reducing training time and improving safety compliance without carrying paper manuals to job sites.

How does Scanlily work across multiple job sites?

Scanlily supports unlimited addresses and locations. Track equipment across warehouses, vehicles, active job sites, and storage facilities. Transfer equipment between locations using the transfer basket feature. Each item records its current address and location, with GPS coordinates providing precise positioning. Generate reports showing equipment allocation per project or site, ensuring optimal resource distribution.

Can I track which projects are using which equipment?

Yes, Scanlily supports project-based equipment allocation. Assign equipment to specific projects or job sites, tracking usage and costs per project. The system maintains complete history of where equipment has been and which projects used it. Generate reports showing equipment costs allocated to each project for accurate job costing and billing.

What happens if equipment is damaged or needs repair?

Flag items requiring attention with visual alerts that prevent them from being assigned or checked out. Record damage details, repair costs, and maintenance history in custom fields or attachments. Set reminders for repair completion. Track damage and loss across equipment types to identify patterns and make informed purchasing decisions about tool durability.

Does Scanlily handle equipment reservations for future projects?

Yes, the reservation system allows booking equipment for specific dates and times. View equipment availability on a calendar, preventing scheduling conflicts when multiple crews need the same tools. Receive notifications about upcoming reservations and when equipment becomes available. This scheduling capability maximizes equipment utilization and ensures crews have necessary tools when projects begin.

Can I scan equipment using barcodes or serial numbers?

Yes, Scanlily supports UPC barcode scanning to automatically import equipment information for items with existing barcodes. You can also scan and store serial numbers, model numbers, and other identifying information. Scanlily QR codes provide more flexibility than traditional barcodes, storing complete equipment profiles accessible from any smartphone without specialized scanning hardware.

How does Scanlily help with equipment maintenance records?

Scanlily maintains complete maintenance history for each equipment item. Record maintenance dates, costs, parts replaced, and technician notes in custom fields or attachments. Set recurring reminders for routine maintenance based on time intervals or usage hours. Generate maintenance reports showing costs per equipment type, helping identify high-maintenance items and inform replacement decisions.

Can office staff and field workers both access the system?

Yes, Scanlily provides both web and mobile interfaces. Office staff use the web interface for comprehensive management, reporting, and scheduling. Field workers use the mobile app for quick scanning, checkout, and location updates. Multiple users can access the system simultaneously with role-based permissions, ensuring appropriate access levels for managers, field supervisors, and workers.

Does Scanlily work offline on job sites?

Yes, the mobile app includes offline functionality for areas with poor connectivity. Workers can scan QR codes, check out equipment, and access stored information without internet connection. Changes sync automatically when connectivity is restored, ensuring data accuracy without requiring constant internet access on remote job sites.

How does Scanlily compare to using spreadsheets for equipment tracking?

Spreadsheets require manual data entry, cannot scan QR codes, do not track GPS locations, and cannot send automatic notifications. They break down with large equipment inventories and multiple users cause version conflicts. Scanlily provides mobile scanning, automatic location tracking, real-time updates across all users, maintenance reminders, and comprehensive reporting that spreadsheets cannot match for construction equipment management.

Can I track equipment in company vehicles?

Yes, create locations for each company vehicle and track which equipment is stored in trucks, vans, or trailers. When workers load equipment into vehicles, scan items to update their location. This prevents equipment from being forgotten in vehicles and ensures crews know which truck contains needed tools before leaving for job sites.

What reports can I generate for tools and equipment?

Generate reports showing equipment by location, project allocation, maintenance costs, utilization rates, checkout history, overdue items, items flagged for repair, and equipment values for insurance. Export data to spreadsheets for further analysis or accounting integration. Reports help optimize equipment purchases, identify underutilized tools, and track project costs accurately.

Tracking tools and equipment with Scanlily

An intuitive QR code-based system for managing equipment

Keeping track of your assets has never been easier.

Locate every tool

Lost in the sea of components? Scanlily organizes and tracks every item, ensuring you can quickly find what you need when you need it.

Recognize unusual items instantly

Struggling to find tools like a dogleg reamer or a triple tap? With Scanlily, each tool is visually cataloged, making it easy to spot even the most uniquely named or shaped tools in your inventory.

Simple gear checkouts

Scanlily’s Checkout mode allows equipment to be checked out like a library book. Scanlily’s Reservations modes are likewise simple to use. With Scanlily, you will always know who has what and when it's due back.

Montage of screens showing an item reservation and the resulting notifications

Prevent critical breakdowns

Instantly flag tools or equipment that require attention or repair. Set alerts for replacement, maintenance or upgrades, keeping your equipment and batteries functional. Scanlily helps you manage maintenance schedules proactively, preventing unexpected delays.

Onsite instructions with no app needed

Offer your team the convenience of scanning QRs on items to get user manuals and instructions. For example, put a QR on scaffolding pieces and link a video on how it is put together. With Scanlily, you can choose to make items publicly viewable. Your employees and subs can scan with their phone’s camera with no need for the app or an account on the system.

Scanlily Item Screen with overlaid words describing where to attach photos, how to pull up attachments and were to see reminders

Facilitate Lost Item Return

Scanlily sells QR tags with the label “Scan if Found”. Most people are honest but might not return items if they are unsure how. When someone finds the equipment, they can scan it and communicate with you to return it.

See your items on a map

When someone scans a tool's QR code, its GPS location automatically updates on an interactive map. If an item at that location is flagged, for example as broken, it appears in red. Spot problems before they cause delays.

Item locations shown on a map in the Scanlily interface

Know the value of your assets

Monitor the cost of equipment purchases, as well as their current and replacement values. This is crucial for budgeting as well as for insurance purposes. Instantly see the total asset value. Create depreciation reports.

Item quantity, price and cost totals at the bottom of the item list page

Empower your team

Allow your team to check equipment availability and status or instructions themselves. Due to Scanlily’s option of making items public, staff or subs don’t even need the app or an account on the system. They just scan with their phone's camera and a web page displays anything you want to convey about your gear.

Tool and Equipment Tracking