Overview
Adding your tools to Limble helps you keep track of where your organization’s tools are, who is using them and for what purpose, and overall equipment usage.
In this article, learn how to create a tool, associate a tool with a task, and how to check tools in and out.
Table of Contents
Create a Tool
Creating a tool does not require a special set-up; tools are simply assets marked as tools. The benefit of tools being assets is that you can set up preventative maintenance or calibration schedules, track depreciation, and associate them with tasks.
To create a tool, go to your Manage Assets page – Locations > Select Your Location > Assets.
When creating a tool from scratch, click “Add an Asset” and follow the steps to create a new asset.
Once your asset is created, click on its name. Click on the cog icon in the top right corner from the Asset Viewer pop-up.
In the Settings pop-up, check off “Asset can be checked out as Tool.”
A new list of options will appear:
Checking tool requires approval process will require your technicians to request approval to use tools. A check-out request will be sent to the user or team assigned to approve tool checkouts.
Tool check out approval User allows you to assign a specific user or team to receive requests for use of a tool. Here, you can select an individual or a team to approve tool checkout.
You can also select a default approver for all tool checkouts at a location. To do this, go to Locations > Select Your Location > Assets. From the Manage Assets page, click “Settings” in the top right corner.
Associate a Tool with a Task
You can associate tools with any task or template. Associating tools does not automatically check them out for use. You will need to manually check out tools when you are ready to use them.
Associating a Tool with a Templated Task
You can add tools to PM and WO templates.
From the Edit PM Template or Edit WO Template pop-up, select “Add Tool.”
Select your desired tool and click “Add Tool.”
Once you’ve added your desired parts and tools, scroll down and click “Exit.”
Adding a Tool to a WO without a Template
You can also add tools to unplanned work orders that aren’t associated with a template.
Once you have started the work order, click the green plus button in the bottom right hand corner of the task and then select the “Add Tool” icon.
Select your desired tool and select “Add Tool”.
The tool will now be associated with the work order.
Use the Check In/Out Feature
Associating a tool with a task does not automatically mean the tool has been checked out for use. You and your team will need to manually check out a tool in order to use it, and this is by design!
Limble keeps a log of when a tool is checked in or out, who is using the tool, and what the tool is needed for. This allows you to keep track of your tools and can also be useful to justify spending when budgeting season comes around.
Unless you are a superuser, if a tool is already checked out, you will not be able to change its status, but you will be able to view its current status and who is using the tool.
(Note: superusers can customize this for other roles by enabling Permission #197: ‘Bypass Tool Check Out Approval’ in Settings > Roles > Assets. )
Checking In/Out a Tool in a Task
To check out the tool, click “Check Out” or “Request Tool.”
(Note: which option you see will depend on if the tool requires approval to check it out, or if you have permission to bypass tool approval.)
You will be asked why you’re checking out the tool. Include a response and click “Submit.”
This will send a notification to the approver, and the tool will be marked as “Pending Approval.”
If you need a response more urgently and want to remind the approver, you can re-request a tool at any time by clicking the refresh icon.
Once you have been approved to use the tool, you will receive a notification that your request has been approved, and the tool will now be checked out under your name.
If you are partially completing a task and want to return the tool, you can click “Check In Tool” at any time.
When you’re ready to complete the task, the option to check the tool back in will appear with the other time logging and completion prompts. Click “Check In Tool” and return the tool.
Requesting a Tool without a Task
You can request a tool without having an associated task from the asset itself. This is beneficial for instances where you may have multiple tasks in a day that require the same tool.
Select your tool from the Manage PMs page by clicking on its name. From the Asset Viewer, select the Check In/Check Out tab. Click “Request Tool.”
You will be asked why you’re checking out the tool in the new window. Include a response and click “Submit.”
This will send a notification to the approver, and the tool will be marked as “Pending Approval.”
Once you have been approved to use the tool, you will receive a notification that your request has been approved, and the tool will now be checked out under your name.
Review Tool Log
You can review the log of when tools are requested, approved, and checked out in the tool log.
Select your tool from the Manage PMs page by clicking on its name. From the Asset Viewer, select the Check In/Check Out tab. Here, you’ll find the tool’s use history and current status.
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Still don’t see what you’re looking for? Check out our YouTube channel for more tips and tricks! You can also reach out to us anytime at support@limblecmms.com.