Imagine a Monday where finance is attempting to obtain serial numbers from three years ago, the projector is missing, and a field kit is stuck in someone’s trunk. Asset tracking software stops that. A live list of equipment, including who owns it, where it is, and its condition, may be displayed to you. Panic leads to a list of actions. That will buy you coffee and keep you sane. fleet asset management software
Start with identifiers. Barcodes and QR codes can be used quickly and affordably. Excellent for lab equipment, cameras, and computers. RFID can simultaneously scan large amounts of data at cages or doors. Do you want to be in a room but not be able to see it? BLE beacons have a light. Cars, trailers, and expensive kits that are always on the go benefit from GPS. The read range, cost, battery life, durability, and even the impact of glare on glossy labels are all advantages and disadvantages of each form of tag.
The data model is more crucial than the sticker. Maintain a record of the asset’s identification, owner, custodian, location, status, warranty, dates of servicing, depreciation, photos, and chain of custody. Mention the condition. Put check-in/check-out loops in place to ensure that tools don’t vanish into “Bob’s truck.” To discover ghost assets that only appear in spreadsheets, set up audits. Prior to them creating additional, eliminate duplicates.
Automation keeps you from losing your mind. Next month, configure alerts for license expiration, low beacon batteries, tampering, and geofence exits. Make tickets in your ITSM or CMMS automatically when a device fails a check. Send events to Teams or Slack by using a webhook. Start with these three rules to save time. Later, make it fancy.
People are drawn to smartphones. Technicians search on rooftops, in basements, and on aircraft halted at gate C19. Offline mode is crucial. One case for the parents and multiple goods for the children are helpful while kitting. Everything that is present is marked by a quick scan. Take a photo of the damaged hinge. More compliance equates to less typing. Stickers don’t stick very well, so consider using recessed plates, epoxy, or metal tags for difficult placements.
Roll out in little pieces. Select a set of keys, such as test tools, forklifts, or laptops to borrow. Clean up the master data prior to importing. It’s difficult to alter label formats once they’ve been chosen. Assign responsibilities, such as who sees, changes, and approves disposals. Make sure the beacon power is set appropriately to prevent the “device is everywhere” noise. Decide on a name strategy and follow it. Keep track of things, not people. Post signage, maintain documentation, and request authorization when necessary.
Security is table stakes. Make use of MFA and SSO. Keep your API keys private. Make sure audit trails cannot be altered for compliance. Both while you’re moving and when you’re not, encrypt. You can control mobile devices with MDM, and if they disappear, you can wipe them clean. Backups have been tested in addition to being guaranteed. Inquire about incident response and pen testing. Removing users’ access on the same day they depart.
To demonstrate worth, utilize numerical data. half of the shrinkage. With 60 scans a day, technicians save four minutes on each scan, which adds up to hours each week. Less buying is implied by increased use. When preventative maintenance is performed on time, fewer malfunctions occur. Maintaining clean records makes it simpler to file taxes, complete audits, and submit insurance claims. Less “treasure hunting” and more productive work.
Select software based on its functionality for you rather than its popularity. Examine the software’s compatibility with hardware, the depth of the API, the cost per user or asset, and the ease of data exporting. Is it compatible with multiple websites, time zones, and languages? Is it straightforward to modify custom fields and reports? How is help at two in the morning? A pilot might be a good choice. Measure the distance. Adapt. Then scale with assurance and, of course, the most composed.