Item records
- Tools, meters and vehicles set up as their own asset types.
- Serial number, make, model, photo and warranty.
- Your own statuses, such as available, issued or sent for calibration.
Tool tracking software for tools, meters and standby units
See which technician or store holds each item, record every handover with approval, and keep calibration and inspection dates from slipping.
Book a demo
FieldEx brings field service management and a CMMS (computerised maintenance management system) together. Its tool tracking software gives each tool, meter and standby unit a record showing who holds it and where, logs every handover with approval, and reminds you before calibration or inspection falls due, so items in vans stay accounted for and fit to use.
The holder and location of every tool and meter.
Handovers logged and approved.
Calibration and inspection reminders.
Inside FieldEx's tool and equipment tracking for service teams
Each tool, meter and standby unit gets its own record, holder and history in FieldEx, so you know who has it and whether it can be used.
Calibration and maintenance run from the same record.
Holders
- A person responsible for each item.
- Items held in a store, a zone or a technician's van stock.
- Search by type, status, location, store or technician.
Transfers
- Items moved between stores, technicians and sites.
- Approved by the responsible team.
- Several transfers approved in one go.
Van stock in the app
- Transfers raised on the phone by scanning.
- Each technician's own items listed in the app.
- Item records opened on the phone.
Labels
- QR or barcode labels in different sizes.
- A scan to open an item or move it.
Calibration
- Certificates per item, each with its own cycle.
- Reminders ahead of the due date, by email or in the app.
- The certificate uploaded to its record.
Periodic checks
- Inspections per item, on their own schedule.
- A checklist linked to each inspection.
Requisitions
- Requests for named items or any item of a type.
- One or more approval levels.
- Consignment notes printed as PDFs.
Item history
- Each movement logged with person, date, from and to.
- Jobs, readings and maintenance on the item's record.
- Utilisation and downtime per item.
Accountability for every tool, meter and standby unit
Each item in FieldEx has a responsible person and a current location, so accountability continues after it leaves the store.
In FieldEx, each tool, meter or standby unit is an asset of its own type, with serial number, make, model and photo. Each can have a named person responsible, and its location is a store, a zone or a technician's van stock.
Your own statuses, such as available, issued or sent for calibration, show what can be issued today.
Under section 15 of the Occupational Safety and Health Act 1994, employers must provide and maintain plant that is safe and without risks to health, and that includes the tools and equipment their technicians carry.
Find a tool or meter wherever it is
Search by type, status, location, store or technician, and FieldEx shows where each item is and who has it.
Teams lose hours each week hunting for the insulation tester, the refrigerant gauge set or the standby pump. Often it's in another technician's van.
In FieldEx, a search finds items by type, category, status, location, zone, store or the technician holding them. The results show each item's holder and status, so the coordinator can ask for it back or send the technician who already has it.
Van stock is tracked the same way as the main store.
Handovers recorded and approved
Every move to a store, technician or site is a transfer approved by the responsible team, so the record shows the holder.
A meter passed between technicians in the car park leaves no trace. When it goes missing, nobody knows who had it last.
In FieldEx, a transfer states the item, where it comes from and where it goes: a store, a storage location or a technician. The responsible team approves it, and approvers can clear several transfers at once. Approved moves are logged with the date and the people involved.
Technicians raise transfers in the app by scanning the item's label.
Calibration and verification dates with reminders
Each instrument's certificate has its own cycle and reminders, so recalibration is booked before the due date.
In FieldEx, a calibration or verification certificate on an instrument has its own cycle, the issuing laboratory or authority and a start date. Reminders go out ahead of the due date, by email or in the app.
The new certificate is uploaded to the instrument's record.
Malaysia regulates measuring instruments used for trade. Under section 14 of the Weights and Measures Act 1972, they must be verified and stamped, the holder must keep the certificate of verification and produce it when required, and reverification takes place once every 12 months.
Periodic checks for tools and lifting gear
Give each item an inspection cycle and a checklist, and FieldEx creates the inspection record when it falls due.
In FieldEx, items can carry inspections on the schedule they need, each linked to the checklist technicians complete. Each record shows as overdue, due or completed.
An overdue inspection flags the item as not compliant, so it can be held back from the next job.
Some equipment carries statutory certificates. Under the Occupational Safety and Health (Plant Requiring Certificate of Fitness) Regulations 2024, a certificate of fitness is valid for 15 months, and the plant must be kept in a safe and good working condition between inspections.
Labels that make handovers a two-second job
Print QR or barcode labels for every item, and technicians scan them to open the record or start a handover.
Typing serial numbers into a phone on site is slow and error-prone, especially for small meters and gauges.
In FieldEx, labels print for any set of items in different sizes and layouts. Technicians scan an item's label from the app's home screen to open its record or start a transfer, and scan storage locations the same way.
When many items move together, their serial numbers can be pasted into the transfer in one go.
Book a demo
Requisitions and consignment notes for tools
Request named items or any item of a type, and approvers sign off before it leaves the store.
Larger teams want a proper request before tools move: the technician asks, the supervisor approves, the store issues.
In FieldEx, a requisition names specific items or asks for any available item of a type, then passes through one or more approval levels, with the requester notified at each step. Consignment notes record items sent to another store and print as PDFs.
For named items, the transfer starts straight from the approved requisition.
A full record for every item
Each item keeps its movements, jobs, readings, certificates and inspections on one record for as long as you own it.
In FieldEx, an item's record lists every move with the person, date, from and to, beside the jobs it was used on or repaired under, its readings, certificates and inspections. Edits to the record are logged as well.
Maintenance plans can service items by date or running hours, and each item shows its utilisation and downtime.
The same Weights and Measures Act 1972 requires the holder of a verified instrument to keep its certificate of verification and produce it for inspection when required.
Service vans, gensets and plant on the same register
Vans, gensets and hire plant have their own asset types, readings, inspections and PPM, so heavy equipment sits on the same register as hand tools.
In FieldEx, each can be its own asset type with its own statuses. Technicians record readings such as mileage or running hours on the record. PPM plans service it by date, by usage or both, and inspections and certificates carry their own reminders.
Moves between sites or people are transfers, recorded and approved like any hand tool.
Field teams move more than meters. Service vans, gensets, scissor lifts and test rigs travel between sites, and goods vans have their own legal schedule: PUSPAKOM's inspection guide for goods vehicles sets a routine inspection once a year in the first 2 years, then every 6 months.
How each person uses FieldEx tool tracking
Storekeepers know who has every item, technicians hand over by scanning, and managers know each instrument is in calibration.
Storekeeper
Holder, location and status of every item.
Technician
Items in their van, and handovers by scan.
Supervisor
Requisitions and transfers to approve.
Safety and health officer
Calibration and inspections with reminders.
Coordinator
The nearest technician who already has the item.
Operations manager
Item utilisation and downtime.
Tools tracked alongside the jobs they're used on
Because FieldEx is field service management and a CMMS in one, tools are tracked, maintained and used on jobs in a single system.
A standalone tool register knows where a drill is, but not which job it went to or when it was last serviced. In FieldEx, the item's record ties its movements, jobs, PPM and calibration together.
Technicians already work in the FieldEx app, so recording a handover needs no extra login.
Related pages: spare parts and inventory, asset management, preventive maintenance, compliance and documentation, the mobile app, and our guide to choosing CMMS software.
EC Solutions: removed equipment tracked back to the right store
EC Solutions (aviation, Uruguay) had no real-time way to see which store removed equipment went back to, or when its status changed to not in use.
With FieldEx, removed equipment is automatically marked as not in use and assigned to the correct return store selected by the technician in the field, and every swap is recorded with technician and customer sign-offs.
Read the EC Solutions story
Chubb: equipment movements tracked in real time
Chubb, an integrated security provider in Malaysia, lacked clear oversight of equipment movement and usage as its operations expanded.
With FieldEx's built-in asset tracking, Chubb now monitors asset movements, compliance and use in real time, alongside SOP enforcement and time tracking for its field teams.
Read the Chubb story
Tool tracking questions from Malaysian service teams
Is FieldEx good tool tracking software for Malaysian service companies?
Yes. FieldEx records each tool, meter and standby unit with its holder and location, logs handovers with approval, and reminds you before calibration or inspection is due. As a CMMS too, it maintains items and links them to the jobs they're used on.
Can we see which technician has a meter now?
Yes. Each item shows whether it's in a store, a zone or a technician's van stock, and a search finds items by type, status, location, store or technician.
Can handovers be done on the phone?
Yes. Technicians scan the item's label in the app to raise a transfer, and the responsible team approves it.
Will FieldEx remind us about calibration?
Yes. Each instrument's certificate can carry reminders ahead of the due date, by email, in the app or both.
Can we schedule checks on lifting gear and power tools?
Yes. Items carry inspections on their own schedules, each linked to a checklist.
Can we print tool labels?
Yes. QR or barcode labels print in different sizes and layouts.
Can technicians request a tool through FieldEx?
Yes. Requisitions name specific items or any item of a type and pass through one or more approval levels.
Is there a history for each item?
Yes. Every move is logged with person, date, from and to, beside the item's jobs, readings, certificates and inspections.
Can tools have PPM plans?
Yes. Items can be serviced by date or running hours, like any other asset.
Can we set our own item statuses?
Yes. Each asset type has its own statuses, such as available, issued or sent for calibration.
Is the FieldEx app in Bahasa Malaysia?
Yes. Technicians can choose English, Bahasa Malaysia or Chinese in the app, each setting their own.
Can we add many items at once?
Yes. Existing asset lists can be uploaded, and serial numbers can be pasted in bulk into a transfer.
How quickly can we start tracking tools in FieldEx?
There's no setup fee. Training is at your office or online, in Bahasa Malaysia or English, and your team can learn as it goes with guides, videos and the in-app AI assistant.
Customers, sites, assets and past jobs can be uploaded. FieldEx helps with setup, and training is included.
Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer.
Does FieldEx track tool utilisation?
Yes. Each tool shows its utilisation and downtime, calculated from its records, and the figures are available in reports.
How long does it take to set up tool tracking in FieldEx?
There's no setup fee. Customers, sites, assets and past jobs can be uploaded. FieldEx helps with setup, and training is included.
You can also set FieldEx up yourself with guides, videos and the in-app AI assistant, which answers questions as you go.
Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer.
