Equipment & tool tracking
Track every tool, on every site, without the spreadsheet
A single register for your gear — scan a QR to see it, and watch where it's been on a live map. Built for equipment that moves between crews and locations.
The pain
Sound familiar?
- Nobody knows what's on which site right now.
- Tools go missing and no one can say who had them last.
- The spreadsheet is always out of date the moment it's printed.
- Duplicate records pile up every time someone adds the same item twice.
How Stackroom helps
Everything you need, in one place
QR-first register
One record per asset with photos, brand/model/serial, condition and custom fields. Scan a label to pull it up instantly.
Live geo scan map
Every scan drops a pin. See the latest location of each asset on a clustered map with filters — richer than plain GPS tagging.
Scan-to-increment
Scan an existing QR and quantity goes up — never a duplicate record. Per-location stock stays accurate.
Full history
Every move, scan and status change is logged, so you can answer 'where has this been?' in seconds.
How it runs
What this looks like day to day
- 1Label
Tag what matters first
Start with the high-value, high-movement gear rather than the whole estate. Print QR labels from the browser onto standard address stock, stick them on, and scan each one once to bind label to record.
- 2Scan
Scan instead of typing
Any phone camera opens the asset. No app-store detour for a subcontractor who needs to look something up once, and no dedicated scanner hardware to buy or keep charged.
- 3Move
Location updates itself
Because location comes from scans rather than manual edits, the register stays current without anyone maintaining it. Each scan drops a pin and appends to the asset's history.
- 4Review
Spot the gaps early
Filter by site, category or holder to see what is unaccounted for. Assets that have not been scanned in a while surface on their own rather than at year end.
In detail
The questions that come up next
Do we need special scanner hardware?
No. QR codes are read by the camera in any modern phone, which means every person on site already carries a scanner. That matters more than it sounds: hardware-based systems fail because the scanner is flat, or in a van, or with the person who is off that week.
What if the same item gets added twice?
Scanning an existing label increments quantity at that location rather than creating a second record. This is the single biggest cause of spreadsheet drift, where the same drill ends up on three rows with three different serial numbers.
How is this different from GPS tracking?
GPS tells you where a tag is, continuously, and costs per tag per month. Scan history tells you where an asset was last seen and by whom, at no per-asset cost. For gear that moves between people rather than wanders off on its own, custody is usually the more useful signal.
Can we track quantities, not just unique items?
Yes. Consumables and bulk stock are tracked as quantity per location, while serialised equipment gets its own record with full history. Both live in the same register so you are not running two systems.
“We recovered a lost kit within a day using the scan history — it paid for the whole year in one afternoon.”
FAQ
Questions, answered
How long does it take to get our equipment into Stackroom?
Import an existing spreadsheet and you are populated in minutes. Most teams then label their highest-value gear over an afternoon and expand from there. There is no requirement to have everything tagged before the system is useful.
What happens if a QR label gets damaged or falls off?
Reprint it and scan it against the existing record. The asset keeps its full history, so a replaced label does not mean a lost audit trail. For harsh environments, print onto weatherproof stock.
Can people outside our organisation scan an asset?
Scanning a label opens the record only for signed-in users with permission to see it. A subcontractor without access sees nothing, so labels can be visible on equipment without exposing your register.
Does it work without a signal on site?
Yes. The mobile app is offline first, so scans, moves and assignments queue on the device and sync when coverage returns. A basement plant room or a rural site does not stop the work.
Can we see the value of equipment at each site?
Yes. Purchase value and depreciation live on the asset record, so you can total by site, category or department for insurance, finance or replacement planning.
Ready to know where every asset is?
Start free — tag your first 100 assets and run a real checkout in your first session. No credit card required.