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Why use an Equipment Management System vs. Spreadsheets?

Updated: Feb 11

In asset and equipment management, the shift from spreadsheets to specialized software solutions like Cheqroom, Itefy, and Scanlily represents a critical response to the growing demands of modern businesses. These advanced systems, designed to manage and track equipment effectively, offer a clear advantage over the manual, error-prone nature of spreadsheets. While the transition to such software requires an investment of time and resources, the long-term benefits in efficiency, accuracy, and scalability are undeniable. This article delves into why embracing an equipment management system is a worthwhile endeavor for any organization looking to optimize its asset handling.

What is an Equipment Management System?

An equipment management system is a customizable software tool that enhances the management of equipment throughout its lifecycle. Distinct from broader asset management systems, it focuses on managing and tracking equipment, incorporating features such as detailed equipment status flagging and a comprehensive booking system. Key components of these systems include:

  • Centralized Equipment/Item List: An easily-accessible equipment database. Each item can contain customizable attributes, images and attachments related to them, such as documents. 

  • Booking and Reservation Capabilities: Facilitates various modes of equipment bookings, such as checkouts and reservations, through a user-friendly interface.

  • Lifecycle Information Tracking: Maintains records of each item from acquisition to disposal, capturing all necessary details.

  • Maintenance Scheduling and Reporting: Allows for systematic scheduling and tracking of maintenance activities for each piece of equipment.

  • Notifications and Alerts: are sent when items are booked, coming due, when they are flagged for repair or maintenance and other purposes.

  • Identification Technology: Utilizes barcodes, QR codes, RFID chips, or NFC tags for quick and accurate equipment identification.

  • User Rights Management: Safeguards sensitive data and enhances usability with customizable access rights.

Reference: IEEE Xplore

By transitioning to a dedicated equipment management system, businesses can gain significant operational advantages. These systems not only ensure better equipment tracking and maintenance but also contribute to overall cost savings by preventing unnecessary purchases and rentals. Moreover, they provide critical insights and data security that are essential for effective decision-making and long-term asset management success.


The Limitations of Spreadsheets in Equipment Management

While spreadsheets have long been used in equipment management, their limitations are becoming increasingly evident in today's dynamic business environments. These limitations significantly impede the effective management of assets:


Frustrated spreadsheet user


  • Lack of Automation: Spreadsheets necessitate manual updates for every asset change, making the process inefficient and time-consuming. This manual approach increases the risk of outdated information and data discrepancies, a critical issue for businesses requiring real-time asset tracking.

  • Inefficient Tracking: Spreadsheets fall short in tracking movable equipment, particularly in industries where asset mobility is crucial, such as construction or media production. Their static nature prevents real-time location tracking, leading to operational delays and difficulty in maintaining equipment availability.

  • High Risk of Human Error: Manual data entry in spreadsheets is error-prone, often leading to inaccurate records. This can result in poor decision-making, impacting everything from maintenance schedules to financial reporting. Mistakes in spreadsheets can lead to overestimations or underestimations of asset values, affecting a company's financial health.

  • Limited Scalability: Spreadsheets are not suitable for growing businesses. Managing assets across multiple spreadsheets creates data silos, leading to inefficiencies and inconsistencies in asset management. This limitation hinders operational efficiency and the ability to maintain a comprehensive view of the asset landscape.

  • Poor Data Visibility: Spreadsheets lack robust reporting and analytics capabilities, which are essential for effective asset management. Inadequate data visibility hampers the ability to analyze performance, predict maintenance needs, and make strategic decisions.

In contrast to spreadsheets, equipment management software like Cheqroom and Scanlily offers automation, efficient tracking, reduced human error, scalability, and enhanced data analysis capabilities. These features not only streamline the equipment management process but also contribute significantly to a business's operational efficiency and decision-making accuracy.


Advantages of Equipment Management Software


Happy Scanlily Equipment Management System User


  1. Integration with Mobile for Quick Equipment Addition  Equipment management software offers seamless integration with mobile devices, significantly streamlining the process of adding new equipment. With solutions like Scanlily, you can walk around with your mobile phone, placing asset stickers on your equipment and adding them to the system instantly. Scanlily stands out by enabling users to scan the UPC code on equipment, which, if recognized, automatically populates the system with detailed information, including current pricing from various vendors. Additionally, scanning with Scanlily captures the GPS location of the item, providing precise location tracking—a feature not possible with manual spreadsheets.

  2. Advanced Booking System  Perhaps one of the most significant advantages of equipment management software is the inclusion of a comprehensive booking system. This feature allows users to check out items like library books or reserve them in advance, streamlining the process of equipment allocation. In systems like Cheqroom, different booking modes are integrated into one system, while Scanlily offers separate modes for different use cases, simplifying the learning curve for users. These booking systems provide administrators with real-time information on who has which item and where it is, along with notifications about due or overdue equipment, enhancing overall management efficiency.

  3. Enhanced Tracking and Real-Time Updates  Real-time tracking is a fundamental advantage of equipment management software. Beyond GPS tracking, these systems provide continuous updates on equipment status and location, ensuring that all asset information is current and accurate. This dynamic tracking capability is a significant improvement over the static nature of spreadsheets, offering businesses a more reliable and efficient way to manage their equipment.

  4. Item Grouping in Equipment Management Systems  Unlike spreadsheets which are row-based and limit grouping capabilities, systems like Cheqroom and Scanlily allow for the creation of container items. This feature enables the grouping of equipment and tracking of components, such as batteries, as part of a larger item. This holistic view of assets and their components facilitates better organization and management.

  5. Ability to Flag Items and Set Alerts  Advanced systems like Cheqroom and Scanlily provide features for flagging items for various reasons, such as needing repairs, recharging, or maintenance. Users can set customizable alerts to receive notifications for maintenance requirements or when inventory levels fall below a certain threshold. These automated alerts significantly enhance operational efficiency and ensure timely attention to equipment needs.

  6. Access Control  Equipment management software offers robust access control features, allowing administrators to define who can view or update specific information. This level of control ensures data integrity and security, allowing only authorized personnel to make changes or access sensitive data.

  7. History and Audit Trail  A comprehensive history of all changes made to each asset is maintained, including details of the user who made the changes. This audit trail is vital for accountability and tracking the lifecycle of each piece of equipment.

  8. Improved Data Analysis and Reporting  These systems excel in data analysis and reporting, offering tools that aid in strategic decision-making and provide operational insights. The ability to generate detailed reports and analyze equipment usage patterns contributes to more informed decision-making processes.

  9. User-Friendly Interfaces and Customizable Options  The interfaces of these software solutions are designed to be user-friendly, catering to a wide range of technical proficiencies. The customizable options allow businesses to tailor the system to their specific needs, making it a versatile tool for various operational requirements.

  10. Information Sharing Capabilities  Equipment management software significantly enhances the ability to share information both within and outside an organization. Systems like Cheqroom and Scanlily offer functionalities to publish dynamic web pages, which can be integrated into an organization's internal or external websites. This feature allows staff and customers to view selected information about equipment, including its availability. Scanlily takes this a step further by enabling the selective sharing of equipment information to anyone, even those without the Scanlily app. Thanks to the URL-encoded QR stickers used by Scanlily, scanning a QR code with a mobile device's camera can reveal publicly available information about an item. This level of information sharing, which is not possible with traditional spreadsheets, enhances transparency and accessibility, making it easier for users to access important equipment data.


Embracing the Future of Equipment Management

The transition from spreadsheets to advanced equipment management systems like Scanlily is a critical step for businesses aiming to enhance efficiency and accuracy in their operations. The decision is no longer about whether to adopt an equipment management system but rather about choosing the most suitable one for your needs.

Solutions like Scanlily offer a comprehensive range of features that streamline management processes, from real-time tracking to automated alerts and innovative information-sharing capabilities. These tools are essential for meeting the dynamic demands of modern businesses.

For those evaluating their options, comparing Scanlily with other leading solutions such as Cheqroom can be highly beneficial. We'll soon be publishing a detailed comparison to aid in your decision-making process.

If you are considering upgrading your equipment management strategy, we recommend exploring what Scanlily has to offer. Request a demo to experience how Scanlily can improve your equipment management, leading to greater efficiency and success in your operations.

Take a step forward in modernizing your equipment management with Scanlily and discover how the right software solution can make a significant difference in your business.

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