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Know where every tool is, who has it, and when it is due for calibration or service
Tool Crib 2.0 runs the check-out window, the maintenance queue and the due-date alerts for a shop in one browser-based system.
THREE TOOL TYPES
Standard tools are tracked by usage hours.
Calibrated tools are tracked by a calibration due date.
Equipment tracks hours, a maintenance date and an optional
calibration date. See page 2.
Set the due date by interval (every N days) or a fixed calendar
date.
An overdue tool is moved to Maintenance and cannot be checked
out until it is cleared
TOOL MANAGEMENT
Add, edit and delete tools with description, part number and
quantity. The description shows in every grid.
Track every unit by its own serial number.
Tool photos and bin locations.
Search and filter every list.
Allocation view shows total, available and issued at a glance.
CHECK OUT AND CHECK IN
Scan or type serial numbers to check tools out and back in.
Badge scan picks the employee at the window.
Job or part number on each checkout, set by a Tenant Admin
switch to required or optional. Notes and expected return date
too.
Optional backdated check-out, with an admin on/off switch.
Optional 1 to 5 condition rating at check-out, check-in and return
to inventory.
MAINTENANCE QUEUE
Tools land here for hours exceeded, calibration expired,
maintenance due or a manual report.
Send a tool to Maintenance yourself at any time.
Log a service PO or work order with provider or department.
Move to Inventory with a confirmation step and new due dates.
Retire a tool with a required reason. Optional full repair history.
DASHBOARD AND TRACKER
Overview of every tool type, with a tab for each type you can see.
Due-date tiles: past due, due soon and in good standing.
Calibration Tracker lists what is past due, due in 10 days and due
in 30 days.
Each user can set their own day windows.
Quick actions: add a tool, assign, return, report.
REPORTS AND EXPORTS
Transaction report with date-range and column filters.
Download any grid as CSV, Excel or PDF.
Excel and PDF carry the Collablly logo, company name, filters
used and page numbers.
Allocation, Management, Maintenance and Transactions grids all
export
SHOP STAFF
The people who take tools are a list, not login accounts.
Add, edit and remove people; history stays intact.
Optional Badge ID for each person, any badge format.
Bulk add from a file with a preview that flags duplicates
ADMINISTRATION
Create and manage login users and their roles.
Company profile and plan user limit.
Settings for condition ratings, dashboard tiles, maintenance
rules, backdating and the Job/Part No. requirement.
Change password and stay-signed-in options.
SECURITY AND HELP
Each company's data is kept separate, tested in both directions.
Sign-in captcha, account lock after repeated wrong passwords.
Platform console for plans, companies, users and an audit log.
Built-in Help Center, guided walkthroughs and a support page.
ROLES
Tenant Admin runs the whole company account. Store Room Clerk checks tools in and out and manages tools, maintenance and the tracker.
Machine Operator does the same work but sees Equipment only. Super Admin manages the platform.
Know how many hours every machine has run, and service it before it fails.
Each unit keeps its own running total. When a limit is reached, Tool Crib 2.0 takes the unit out of service on its own.
1. Set the limit
Give a tool a service-hours limit, and a maintenance or calibration date if it needs one.
2. Record hours
Enter the hours used when the unit comes back at check-in.
3. Limit reached
The unit moves to Maintenance and cannot be checked out.
4. Service and return
Log the service, confirm, and the unit goes back to inventory with hours reset.
HOURS ON EVERY UNIT
Each serial number has its own running total, not one shared count.
Hrs remaining shows at check-out and in the serial picker, so the operator sees it before the unit
leaves.
Hours used add up at every check-in.
The Maintenance grid shows consumed hours for each unit.
HOURS AND DATES TOGETHER
An Equipment tool can track hours, a maintenance date and an optional calibration date at once.
Set a date by interval (every N days) or by a fixed calendar date.
Dates are checked automatically every day. Whichever limit comes first sends the unit to Maintenance.
The reason is recorded: Hours Exceeded, Maintenance Due or Calibration Expired.
SEEN AT A GLANCE
In good standing Due soon Past due
Colour-coded hours left and days left on the Allocation grid.
Dashboard tiles and the Calibration Tracker list what is past due and what is coming.
Each user sets their own day windows.
Machine Operators see Equipment only
SERVICE AND HISTORY
Log a service PO or work order, with the provider or department.
Move to Inventory with a confirmation step, new due dates and hours back to zero.
Retire a unit with a required reason. Optional full repair history.
Every check-out, check-in and service is on the Transaction report, with the tool description. Export to CSV, Excel or PDF.
