Building assets — boilers, fan coils, elevators. Fixed to the building, on a maintenance schedule. Found under Assets.
Tools — drills, ladders, meters. Company property used in the field. Under Tools & Gear.
Gear — laptops, phones, monitors. Company property in the office. Also under Tools & Gear.
Loaners — heaters, ACs, dehumidifiers lent to tenants temporarily. Under Loaners.
Desks & carts — a desk or tool cart that holds items, so a whole setup can be handed to an employee in one step. Top of Tools & Gear.
Everyday items everyone carries (screwdrivers, tape measures) are not tracked per person — count them in Parts inventory instead. Custody tracking is for equipment worth following.
Building assets
Add one
1
+ Add → Asset. Choose a profile to auto-fill the maintenance plan, or fill it in yourself. For apartment equipment, pick the unit number and the name builds itself.
2
Save, print the label, place it on the machine. From that moment its history is being kept.
A whole building at once: + Add → Bulk import. Paste an apartment list or upload an Excel file — the profile applies to every row.
Scheduled maintenance
Each asset carries its own maintenance items (filter change every 3 months, belt yearly, and so on). When one comes due, a reminder appears on the Work list automatically. When the work happens, tap Done today on the asset — you’ll record what was done, the parts used and a photo, and the schedule resets.
Needs: tap Needs on a maintenance item to list the parts it uses (filter size, oil, belt). This feeds the prep list so parts are ordered before the work, and pre-fills the sign-off form.
Work orders & logging a repair
Something needs attention? Open a work order — from the asset’s page (Open a work order) or from the Work tab. Set the issue, priority, who’s handling it, the office WO# if there is one, and the error code if the unit shows one.
Repaired? Close it with a record: what was done, parts used, time spent, photo. The record stays on the asset permanently, and the work order closes with it.
Error codes are remembered per asset — the page shows “Codes seen on this unit: E5 ×3,” so a repeat problem is visible at a glance.
Tools & Gear — company equipment
Add an item
1
Tools & Gear → + Add item. Choose Tools or Gear (choosing Loaner takes you to the Loaners form instead).
2
Choose how it’s held: Assigned — someone’s own, long-term (a desk computer, a tech’s daily drill) or Shared — the borrow pool (spare laptop, the big hammer drill).
3
For Assigned there’s one question — who or where does it go? A person, a desk/cart, or “into inventory — not assigned yet.” Choosing a desk means it belongs to whoever holds that desk — no need to also pick a person.
4
Save → the label appears → print it and place it on the item.
Assigned items
These simply show whose they are: “Leiby K” or “Desk 3 · Sara M.” No due dates, never shown as “out.” When one changes hands: open the item → Reassign. The history keeps every past holder.
Shared items — the borrow loop
Sign out: scan the item (or open it) → Sign out → who takes it, an optional due-back date, note and photo. Passing it directly to another tech? Use Reassign — one step, no return needed in between.
Return: scan → Return → one tap when everything’s fine. Coming back in bad shape? Mark Needs service or Out of service with a note and photo.
Condition takes care of itself
Marking an item Needs service opens a repair request on the Work list automatically. Out of service opens a high-priority one — and the item cannot be signed out until it’s repaired. When the repair request is closed, the item returns to Usable on its own. No flags to remember.
Who holds what
Tools & Gear → People: everyone who holds something, with counts. Tap a person for their full picture — desks, carts, items in hand, due-backs. Return All collects everything in one step when someone leaves the company; items on their desks stay with the desks, ready for the next person.
Desks & carts
A desk or cart is a container. Attach the computer, the screens, the tool set to it once. Then hand the desk to an employee — everything on it becomes theirs automatically, with a full record of who had it before.
Why it matters: without this, a new bookkeeper means reassigning a computer, two monitors, a phone and a label printer one by one — five edits, and one always gets forgotten. With it, you hand over “Desk 3” once and all five follow. The logic: items belong to the desk; the desk belongs to a person. Change the person, everything on the desk changes with them.
1
Create one: the Desks & Carts box → + New → name it (“Desk 3”, “Cart A”). You can also create one on the spot from any Desk/cart picker.
2
Put items on it: when adding or assigning an item, choose the desk/cart as its destination.
3
Hand over: a new hire arrives → Hand over → their name. They inherit the entire desk in one tap.
4
Move an item between desks or carts: open the item → Reassign → choose the other one.
Each desk and cart has its own QR label (the QR button on its row). Scanning it opens the desk: who holds it, what’s on it, with Hand over and Audit right there.
Audits & missing items
1
Set the schedule once: tap the desk/cart → Audit schedule → Weekly / Monthly / Quarterly. When an audit is due, the row turns red and it appears on Home until it’s done.
2
Walk it: scan the cart’s sticker → Audit → mark each item Here or Missing → Save. About two minutes.
3
Missing items show in red everywhere — the list, their own page, and Home — until someone taps Found it or a later audit finds them. Every audit is kept on record: who walked it, when, and the full checklist.
Loaners — tenant heaters & ACs
Take out: Loaners → scan or pick the item → Take Out. Type the apartment (B502) and it finds it in the unit list — or type an area like “Gym” or “Lobby.” Add the reason and a photo of the setup.
Link it to a work order using the dropdown: when that work order closes, the loaner is automatically marked DUE BACK — red on its row and listed on Home until it’s actually returned.
Return: scan it → confirm. The weekly email digest also flags anything out for more than a week.
Six everyday situations
A new hire starts Monday
Invite them under Staff → App Users. Open their desk or cart → Hand over → their name. Done — they’ve inherited the computer, the screens, the tools on the cart, all on record with a timestamp. If they also get a personal drill, assign that one item directly to them.
Someone leaves the company
Tools & Gear → People → their name → Return All. Everything in their hands comes back to inventory, their desks and carts go vacant (the items stay on them, waiting for the replacement), and the whole thing is timestamped. Then remove their login under Staff. Two minutes, nothing walks away unnoticed.
A drill dies in the middle of a job
Whoever returns it marks it Out of service with a note and a photo. From that moment: nobody can sign it out (hard block), a high-priority repair request is already on the Work list — the app created it — and when that request is closed with a record, the drill flips back to Usable by itself. Nobody has to remember anything.
The monthly cart check
The cart went red on Home: “Cart A — audit due.” Walk to it, scan its sticker, tap Audit, tick Here / Missing down the list, save. A missing sawzall turns red everywhere and sits on Home until it’s found — or until you decide it’s gone and write it off with the full audit trail of who had the cart and when.
A tenant’s AC dies in July
Open the work order on their unit’s AC. Grab a portable from Loaners → Take Out → type the apartment → pick that work order in the dropdown → photo of the setup. Weeks later the AC is fixed and the work order closes — the loaner instantly shows DUE BACK in red and nags on Home until someone actually picks it up. The loaner can’t be forgotten in the apartment, because the paperwork remembers it.
A ladder is in the wrong building
A super scans a ladder he doesn’t recognize. The app jumps to the right building and tells him loudly: “You were in West Wharf — this belongs to Eastgate.” One tap on Wrong place — flag it files the return job as a work order, assigned and dated. His walk-around just became a lost-and-found sweep.
QR labels & scanning
Everything gets a sticker — assets, tools, loaners, desks and carts. The QR button is on every page and row. Two sizes: 3×1.5” and 2×1” for smaller equipment and desk edges.
Scanning always opens that thing’s page — even when it belongs to another building or company you manage. When that happens, a clear amber banner tells you: where you were, where this item belongs, with Take me back and Wrong place — flag it, which files the return job as a work order in one tap.
Every page showsBELONGS TO… under the ID — building and company. One glance answers “whose is this?”
Printing tips: turn off “Headers and footers” in the print dialog, choose Best quality, and use label stock or a laser printer — the dark label prints much crisper than on copy paper.
Security: the sticker is only a link. Without a login it shows the sign-in screen and nothing more. Signed in, the database only answers for companies you belong to — a client scanning your label sees “Not found,” and the other way around.
Parts, needs & the Sheet
Parts is the stockroom: quantities, low-stock alerts, cost per part. Parts used in a record are deducted from stock automatically.
Needs on maintenance items feed the prep list, which shows what to order before the coming month’s work. Shortages appear on Home.
The Sheet is a spreadsheet view of every unit — fill in filter sizes and specs in bulk, with pickers limited to real inventory so nothing is mistyped.
Staff, logins & permissions
The roster (Staff page) lists every worker and vendor — no login required. Assign people to buildings so pickers show the right names first.
App users are invited by email under Staff → App Users. Roles: Owner (everything), Manager (runs buildings), Tech (their tasks and logging), Crew (one shared login; each tech picks their name at launch).
The tools toggle: managers can always sign equipment out. Turn on “Can sign out tools & gear” for a tech to let them do it from their phone. Everyone can always see who has what, and holders can return their own items by scanning.
Client companies are fully separate — their people, buildings and items never mix with yours. The company dropdown (top-left) switches between companies you belong to.
The Home screen
Needs a decision
The short list of things only a manager can settle: units costing too much this year (repair or replace?), work unassigned for over a week, parts short for the month ahead, loaners due back after their work order closed, items missing since an audit, and desk/cart audits that are overdue. Every line is tappable and takes you straight to the thing itself.
Below it: this week’s numbers (overdue, due, done, spend) and cost by area — all tappable for the detail behind them.
One rule covers the whole app: if you touched it, scan it. The sticker always knows what to do next — log the work, return the tool, audit the cart, or tell you it belongs somewhere else.