This specific information is based on the experience of a larger regional R&R company with over 1,500 assets (mostly fans and dehus) using GoCodes with 50 users over a period of over 3 years. They use GoCodes every day and have made nearly 50,000 updates in the system. They were able to reduce annual equipment loss by 90% using GoCodes and this setup.
Want to quickly get the most out of your GoCodes account? Here's some practical advice taken from some of our most successful long-term customers.
If your main challenge is keeping track of tools and equipment that are moved from warehouse to truck to customer site and back and forth this is the best way setup and use GoCodes.
1) When entering your asset data, make sure to use a good common description for the 'Asset Type', if possible use a value from the list or if not select 'Other' and you can enter your own. For example 'Dehumidifier' tells you clearly what type of asset it is. You can always add more details in the 'Model' field.
2) Every GoCodes user should have their own login account (don't share logins) as we use that information to track who made each change in your account. it means there's no need to enter the name of the person checking out an asset, the system knows because they are the person who is logged in and completing the task. We also record the date/time and if the QR code is scanned the GPS location of the asset.
3) If your main goal is to track the list of assets and their locations at all times, then we recommend you check out the assets to the customer site name. That could be the name of the customer or an internal code that you use for the project. You may also want to add the name of the foreman responsible for the customer site. For example when checking out assets to customer site, you may enter 'Smith Project / Joe Heath' when checking out.
4) If you store assets in multiple locations when they are not in use at a customer site, then we recommend checking the asset out to those locations as well. For example you can checkout to 'Truck1' if the asset is stored on a truck or 'Shop' if you have a single storage shop.
5) This checkout process means that you need to check assets back in, before you can check them out again to their next location. That's OK and only takes a second. Recall both the web app and mobile apps allow you to check in and out multiple items at once either by searching for them or scanning the QR code.
6) When you check assets back in, the system will show you the duration they were checked out. That information can help with time based billing for asset usage.
7) We recommend that field operations use the mobile app to scan and check in/out assets in the field. This will allow your GoCodes account to capture the GPS location when the asset labels are scanned. You should plan on completing the scan and check in/out at the location you want to record. For example, when delivering equipment to the customer site, have the person delivering the equipment scan to checkout to the customer name while at the customer site. Remember the mobile app will allow you to scan and check in/out multiple assets at once (use the multi scan option), so this should only take a few seconds.
When equipment is returned to the shop or warehouse the person returning the assets OR the shop manager should scan to check in, then check out to the Shop. This should be done at the Shop location so the GPS is updated to show the equipment now back at the shop.
This approach will allow you to see the location of equipment on a map, identify equipment left behind and see how long the equipment was at a particular location.
8) Hide any unused fields (in customizing menu) this will speed up data entry and edits and make GoCodes easier to use.
9) Use GoCodes custom poly or metal tags. An ideal choice is 1.5 x 0.75 inch 12 mil anodized aluminum with 3M permanent adhesive. They are small enough for hand tools, flexible to slightly curved surfaces and extremely durable for extended heavy-duty use.