Practical guides

The Problem, and the Fix

Real situations from the site — what the problem looks like, and how you solve it step by step in ToolFlux.

11 August 20264 min read

„Nobody reads the notebook at the gate, and it goes missing right before a stocktake."

Checking tools out by scanning, instead of the notebook at the gate

Why the notebook at the gate answers none of the useful questions, what a handover looks like in three actions on a phone, and why a set has to move whole for the records to stay true.

11 August 20264 min read

„The tool spreadsheet is three months old and nobody trusts it any more."

Why the tool spreadsheet is always out of date, and what replaces it

Why any inventory spreadsheet goes stale through structure rather than laziness, what an asset record with history means, and the practical difference between searching and filtering.

11 August 20264 min read

„You sent tools to another site and now one crew says they sent them, the other says they never arrived."

Transfers between sites: who sent it, who received it, what went missing

Why goods in transit belong to nobody and that is where tools are lost, what a transfer signed at both ends looks like, and what the delivery note answers when something is missing.

11 August 20265 min read

„You are repairing the same machine for the third time and cannot tell if it is still worth it."

When a tool is worth repairing, and when it only looks like it

Why the repair invoice is the small part of the cost, what it means to count downtime properly, and what the short list of tools actually worth a decision looks like.

11 August 20264 min read

„Someone leaves the company and only then do you discover what tools they had."

The tools that never come back: seeing them before the man leaves

Why an unreturned tool produces no signal until you need it, what a return date that checks itself means, and why old overdue items must look different from recent ones.

11 August 20263 min read

„Important information sits in a WhatsApp message nobody can find any more."

The information that exists but nobody can find

Why the gate code ends up in a WhatsApp group and never comes out, what a note attached to a location means, and why a notebook beats yet another task module.

11 August 20264 min read

„You do not know what the tools cost you, only what you paid for them."

What your tools actually cost (not what you paid for them)

Why the purchase price is the smallest part of the cost, why it is the data that is missing rather than the reports, and the four questions that become checkable after a few months.

2 August 20264 min read

„You find out the inspection expired when the driver rings you from the roadside."

Keeping track of vehicle inspection, insurance and servicing across a fleet

Why vehicle paperwork is the kind nobody owns, how a reminder that runs on the server differs from one that runs on a phone, and why the alerts continue after the expiry date.

2 August 20264 min read

„The discs run out mid-job and the crew waits while somebody drives to the merchant."

How to stop running out of consumables in the middle of a job

Why stock runs out exactly when you need it, how to set a reorder threshold per location, and why a system that does not order twice is the only one you will trust.

2 August 20264 min read

„The stocktake takes two days and you still do not know what is genuinely missing."

How to stocktake a tool store by scanning

Why a traditional count teaches you nothing, how scanning turns a count into a comparison with three separate answers, and why the last known holder is the whole point.

1 August 20265 min readPDF

„A tool is missing and nobody knows who had it last."

Tool handover form: what it must contain, and a free template

What a tool handover record must contain to protect anyone, the mistakes that come up most often, and how it is generated automatically when the tool is scanned. With a free PDF template.