Tools

What it's for

Inventory → Tools tracks company tools, who holds each one, and its check-out and check-in history. Open /inventory/tools to see the list; choose a tool to open its record.

Tabs

Tools is an Inventory section alongside Parts, Cylinders, and Counts. A tool record has one Check-out history section, with no separate Details or History tabs.

Panels and controls

The list shows Tool, Tag number, Category, Status, and Held by. Use Search tools… and the sort control to find a tool. Clear removes an active search. The list initially orders tools by name. Choose New tool to add one.

A record shows the tool's name, tag number and status above its history. The Tool summary shows status, holder, check-out date, tag number, serial and category. Previous and next controls move between tools. History lists the date, event, staff member, who recorded it, condition notes and notes, newest first.

Check a tool out or back in

1. Open an Available tool and choose Check out.
2. Select the active staff member who will hold it, add optional Notes, and choose Check out in the dialog.
3. When it returns, open the Checked out tool and choose Check in. Add optional Condition notes and Notes, then choose Check in.

A successful check-out records the holder, date and person recording the event. Check-in records the returning holder and clears the tool's current holder and check-out date; its status returns to Available. Each event stays in the history. Cancel closes a dialog without saving.

An available tool also has Retire, followed by a confirmation. Retirement keeps its history and prevents another check-out. Check a tool back in before retiring it. A retired tool remains in the list with no custody actions.

Empty and unavailable states

• No tools yet means you can add the first one with New tool.
• No check-out history means the tool has no recorded check-outs or check-ins yet.
• If no active staff are available, the staff selector and check-out submit button are disabled. Add or activate a staff member, then try again.
• Tool unavailable means the selected record cannot be found. Return to Tools to select a current record.
• If a tool changes while a dialog is open, an action may be refused. Read the error, refresh the list, and check the tool's current status before trying again. A tool already checked out or retired cannot be checked out.

When a holder's name is no longer available, Former staff member appears. The tool remains checked out until the office records its return; losing a staff record does not make the tool available or remove its custody history.

What it accepts

New tool requires Name. Tag number, Category, and Serial are optional; each field accepts up to 200 characters. A tag number must be unique among your company's current tool records. After Add tool succeeds, the new tool record opens with status Available.

Check-out requires an active staff member from your company. Check-out and check-in notes are optional; the note fields accept up to 4,000 characters. Validation or save errors appear in the dialog. Successful saves show Tool added, Tool checked out, or Tool checked in and refresh the screen.

How to configure it

Nothing in Settings changes how this screen behaves.

Who can see it

This screen sits behind the Inventory area.

Owners and office managers can open it. Dispatchers and technicians cannot. The gate is checked on the server, not just hidden in the sidebar, so a direct link does not get around it.

The list, records and custody actions are limited to your company. The full role matrix is on Roles & permissions.