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.
From the Manage Assets page, click on the asset you want to use as a tool.
Once in the asset card, click on the cog icon to access the asset's settings.
In the new window, check the box next to “Asset can be checked out as Tool.”
Bulk Importing & Updating Assets as Tools
Bulk Importing & Updating Assets as Tools
You can mark assets as tools through bulk import and bulk update. Expand the sections below to learn more.
Bulk Importing Assets as Tools
Bulk Importing Assets as Tools
Follow the instructions on how to bulk import assets.
When filling out your Excel spreadsheet for the bulk import, add a column called "Tool Check-Out."
Type "1" for all assets you want to be marked as tools. Type "0" for all assets that are not tools.
After completing your bulk import, the assets you marked as tools (with a "1"), will be able to be checked out as a tool.
To see this, open the asset, then click the gear icon.
In the pop-up, you'll see the setting, "Asset can be checked out as Tool" selected.
Bulk Updating Assets as Tools
Bulk Updating Assets as Tools
Follow the instructions on how to bulk update assets using Excel.
In your downloaded Excel spreadsheet, be sure to keep and fill in column D, called "Tool Check-Out."
Type "1" for all assets you want to be marked as tools.
Type "0" for all assets that are not tools.
After completing your bulk update, the assets you marked as tools (with a "1"), will be able to be checked out as a tool.
To see this, open the asset, then click the gear icon.
In the pop-up, you'll see the setting, "Asset can be checked out as Tool" selected.
Require an Approver for Tool Check Out
Once you mark an asset as a tool, a new list of options will appear:
Enabling "tool requires an 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.
Under "tool check out approval User," you can 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.
In order for the individual asset setting to work for the "default approver," you must set the default approver at the location level.
To do this, click on "Settings" from the Manage Assets page.
In the new window, select a user or team to be the default approver by clicking the blue text next to "Default Tool check out approval User."
Select the desired user or team in the new window and click "Select."
If you want to make the same user or team the default approver for all tools that require approval for that location, select "Yes" in the new window. Otherwise, select "No."
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 Task Template
Associating a Tool with a Task Template
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 tools, scroll down and click “Exit.”
Adding a Tool to an Open Task
Adding a Tool to an Open Task
You can also add tools to open tasks or tasks that aren’t associated with a template.
Once you have started a task 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 task.
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.
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.
Unless you are a Super User, you will need permission #196 'Asset Check In/Out' to use this feature.
If you want to check tools in and out on behalf of other users or bypass the approval entirely, you will need permission #197 'Bypass Tool Check Out Approval' to do so.
Checking In/Out a Tool in a Task
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
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 Assets page by clicking on its name. From the asset card, 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 Assets page by clicking on its name. From the asset card, select the Check In/Check Out tab. Here, you’ll find the tool’s use history and current status.
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