Consider a Monday in which finance is attempting to obtain serial numbers from three years ago, the projector has disappeared, and a field kit has become stuck in someone’s trunk. Software for asset tracking stops that. A real-time list of equipment, including who owns it, where it is, and its condition, may be displayed to you. Panic gives rise to a list of actions. You can purchase coffee and stay sane on that alone. asset tracking software
Start by using identifiers. Barcodes and QR codes are quick and inexpensive to utilize. Excellent for lab equipment, cameras, and PCs. RFID can simultaneously scan a large amount of data at cages or doors. Would you like to be in a room but not be able to see it? BLE beacons are illuminated. For vehicles, trailers, and expensive kits that are constantly moving, GPS is useful. There are advantages and disadvantages to each style of tag, including read range, cost, durability, battery life, and even how glare affects glossy labels.
The data model is more significant than the sticker. Name, owner, custodian, location, status, warranty, dates of servicing, depreciation, photos, and chain of custody should all be kept on file. Include a note regarding the condition. Set up check-in/check-out loops to ensure that tools don’t vanish into “Bob’s truck” To identify ghost assets that only appear in spreadsheets, set up audits. Eliminate duplicates before they proliferate.
Automation prevents you from losing your mind. Next month, set up alerts for license expiration, low beacon batteries, tampering, and geofence exits. Create tickets in your ITSM or CMMS automatically when a device fails a check. To deliver events to Teams or Slack, use a webhook. Start with three rules to save time. Later, become fancy.
People prefer mobile. Technicians search on rooftops, in basements, and on aircraft halted at gate C19. The offline mode is crucial. Having a case for parents and multiple supplies for children makes kitting helpful. Everything is marked by a quick scan. Snap a photo of that damaged hinge. More compliance means less typing. Stickers don’t adhere well, so consider using recessed plates, epoxy, or metal tags for difficult placements.
Roll out in segments. Select a key set, such as test gear, forklifts, or laptops to borrow. Clean up the master data before importing. It’s difficult to alter label formats once you’ve chosen them. Assign roles: who approves disposals, who sees, and who edits. Adjust the beacon wattage appropriately to prevent the “device is everywhere” noise. Decide on a naming scheme and follow it. Instead of tracking employees, track things. Post notices, maintain documentation, and get authorization when necessary.
Security is at risk. Make use of both MFA and SSO. Keep your API keys secure. Verify that audit trails cannot be altered for compliance. Both while you’re traveling and when you’re not, encrypt. You can manage mobile devices with MDM, and if they disappear, you can wipe them clean. Backups were tested in addition to being guaranteed. Inquire about incident response procedures and pen testing. On the same day that users depart, deny them access.
To demonstrate value, use numbers. half of the shrinkage. With 60 scans every day, technicians save four minutes on each scan, which adds up to hours per week. Less buying means more use. When you perform preventative maintenance on time, fewer malfunctions occur. Having clean records makes it easier to file taxes, complete audits, and submit insurance claims. There is less “treasure hunting” and more productive employment.
Choose software based on its functionality for you rather than its popularity. Verify the software’s compatibility with the hardware, the depth of the API, the cost per user or asset, and the ease of data export. Is it compatible with several languages, time zones, and websites? Is it simple to modify custom fields and reports? At two in the morning, how is the assistance? Consider a pilot. Measure something. Modification. After that, scale with assurance and, of course, the most composure.