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Best Practices for Tool & Equipment Tracking
Best Practices for Tool & Equipment Tracking

Learn how to setup and use GoCodes based on the experience of our most successful customers. How to streamline the check out process.

Nadine avatar
Written by Nadine
Updated over a week ago

Set Up GoCodes

If your main challenge is keeping track of tools and equipment that are moved from warehouse to truck to customer site and so forth, this is the best way set up and use GoCodes.

  1. When you enter your asset data, make sure to use a good common description for the 'Asset Type.' If you need to, you can add new asset types to match the specific types of equipment that you use. You can do this by going to the Customization menu and clicking the gear icon next to ‘Asset Type.’

  2. Every GoCodes user should have their own Login account. Sharing logins does not work, as we use the log in information, to track who made each change in your account. If one of your team makes updates using another user’s login, it will still be recorded that the owner of the login made the updates. This means that your history of events related to your assets will be corrupted and your asset tracking becomes fallible.

  3. Check out the assets to the Customer Site name, if your main goal is to track the list of assets and their locations at all times. You can of course, use the name of the customer or an internal project code, too.

  4. Equipment maybe stored on trucks or other storage facilities. In this case, you may use the ‘Home location’ to record where the asset is stored. E.g. Truck 1. Or you could check the asset out to the storage location. E.g. ‘Check out DeHu to Truck 1.’

  5. Use the ‘Transfer’ feature to transfer assets from one assignment to another. For example, if a user would like to transfer equipment from Customer site A to Customer site B, without needing to check the asset in first, they would use the transfer feature to merely change the site.

  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. Hide any unused fields in the Customization menu. This will speed up data entry and edits and make GoCodes easier to use.

  8. Rename any built-in Data Fields, so that they match your businesses’ terminology.

  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.

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