DIRTFLEET
← Back to home

New module

Tools tracked like assets.

Wrenches, sockets, power tools, welders, kits, consumables — all inside the app crews already use. Scan a QR or NFC tag to check in/out or report damage in seconds. Failures auto-open a work order so nothing slips through the cracks.
Try with your fleetSee it in the demo

How it works

Scan → act. Same one-tap rhythm as the rest of DirtFleet.

Mechanics shouldn't have to learn a second app. The tool tracking module ships inside DirtFleet with the same big-button, glove-friendly UI.

  1. Step 1

    Add or import tools

    Bulk-add wrenches, power tools, welders, and kits. Each tool gets a unique scan token printed on a polyester or metal QR label.

  2. Step 2

    Assign to crew or trucks

    One-tap assignment to an employee, a vehicle, both, a yard, or the central pool. Full assignment history, no spreadsheet drift.

  3. Step 3

    Scan to act

    Equipment QR opens log-hours; tool QR opens damage / replacement report. NFC tags work the same — tap, action, done.

  4. Step 4

    Failure → work order

    A failure report auto-spawns a high-priority WorkOrder so the shop sees broken tools the same way they see broken assets.

Two scan behaviors

The tag knows what you're holding.

A QR or NFC tag on the dash of an excavator does something different than one on a torque wrench — both flow through the same /scan endpoint.

Equipment / vehicle scan

Open Log Hours / Mileage

Pre-fills the asset, the operator, the meter unit. Type the reading, hit submit. Pre-trip checklist offered above.

Tool scan

Open Report / Request Replacement

Quick-select the failure mode (worn / broken / lost / damaged on job), photo, optional note. Submits a work order to the shop queue automatically.

Operations rollup

Three signals that surface on the dashboard, not buried in a list.

A scan-and-go workflow is only useful if a manager can answer 'which tools are running low?' or 'which haven't been serviced this year?' without paging through 400 rows. The module computes the answers on every dashboard load.

Low-stock alerts

Consumables under threshold

Drill bits, grinding wheels, zip ties — set a per-tool reorder point, or let the default of 5 catch them. The dashboard ToolAlerts card and the /tools?scope=low-stock filter show what to buy this week.

PM overdue

Service intervals that elapsed

Set pmIntervalDays on the tool, log a service event when you do it. Tools whose interval has elapsed (or whose creation date is past the interval and they've never been serviced) surface on the dashboard and on the /tools?scope=pm-overdue chip.

Utilization

Checkout time, by user

On the tool detail page, see the % of the last 30 days the tool was checked out, the count of check-out events, and the top users. Answers "do we need a second one?" without paging through the audit log.

Public API

Every action is also an HTTP call.

Drive check-out / check-in / report-issue from anywhere — your existing inventory system, a Zapier zap, a one-liner curl in your overnight cron. Same audit trail as the in-app flow.

# Check a tool out to a user (idempotent per actor, force overrides existing)
curl -sS -X POST https://dirtfleet.app/api/v1/tools/clx7t…/checkout \
  -H "Authorization: Bearer dfk_…" \
  -H "Content-Type: application/json" \
  -d '{ "toUserId": "clx7u…", "linkedAssetId": "clx7a…", "note": "for project X" }'

# Check out a whole socket set in one call (kit + every child)
curl -sS -X POST https://dirtfleet.app/api/v1/tools/clx7kit…/checkout \
  -H "Authorization: Bearer dfk_…" \
  -H "Content-Type: application/json" \
  -d '{ "includeChildren": true, "toUserId": "clx7u…", "linkedAssetId": "clx7a…" }'

# Get 30-day utilization with top users
curl -sS https://dirtfleet.app/api/v1/tools/clx7t…/utilization?days=30 \
  -H "Authorization: Bearer dfk_…"

# Find consumables running low across the fleet
curl -sS "https://dirtfleet.app/api/v1/tools?lowStock=true" \
  -H "Authorization: Bearer dfk_…"

# Dump the same view to CSV for finance / spreadsheets
curl -sS -OJ "https://dirtfleet.app/api/v1/tools?lowStock=true&format=csv" \
  -H "Authorization: Bearer dfk_…"

# Pull a tool's straight-line book value for accounting
curl -sS "https://dirtfleet.app/api/v1/tools/clx7t…?includeBookValue=true" \
  -H "Authorization: Bearer dfk_…"

# Tools whose warranty expires in the next 60 days (renew or budget)
curl -sS "https://dirtfleet.app/api/v1/tools?warrantyExpiringDays=60" \
  -H "Authorization: Bearer dfk_…"

# Mark a tool as serviced (clears its PM-overdue state)
curl -sS -X POST "https://dirtfleet.app/api/v1/tools/clx7t…/mark-serviced" \
  -H "Authorization: Bearer dfk_…" \
  -H "Content-Type: application/json" \
  -d '{ "note": "Oil + filter + plugs" }'

# Stream a tool's full audit trail for accounting / CMMS mirror
curl -sS "https://dirtfleet.app/api/v1/tools/clx7t…/events?limit=200" \
  -H "Authorization: Bearer dfk_…"

Full reference at /docs/api — eleven tools endpoints plus the bulk-import, and seven tool.* webhook events you can subscribe to (webhook catalog).

vs. alternatives

Why we built it inside DirtFleet.

  • Standalone tool platforms (ToolHound, ShareMyToolbox)

    Same scan-and-go workflow, but inside the same app where mechanics already log hours, repairs, and pre-trips. No second login, no second invoice.

  • Spreadsheets / paper sign-out sheets

    Photo-first, offline-first, with cost rollups into your fleet $/hour. Lost-tool excuses go away.

  • Heavy CMMS suites with tool modules

    We don't price per seat — your crew can use it for free. Tool tracking is included in the flat $199/month organization subscription, not a paid module add-on or a per-tool tax.

FAQ

Common questions before you turn the module on.

  • Does every tool need a QR code?

    No. You can run the module with just inventory and assignment. QR / NFC scanning is the fast lane for daily check-in/out and damage reports — most fleets label only their high-value or high-loss items.

  • What labels and printers do you recommend?

    Polyester thermal-transfer labels (Zebra Z-Ultimate or StrongAssetTags Strongest Level) printed on a Zebra ZT-series with a resin ribbon. Metal Metalphoto tags for extreme wear. NFC: IP67/IP68 on-metal tags from Tagstand, Xerafy, or Confidex. Full guide in the in-app help.

  • Do scanning and check-in/out work offline?

    Yes. Scans queue locally and sync when you're back online — same offline outbox the rest of DirtFleet uses for hour logs.

  • Can I track usage hours on power tools?

    Manual usage notes only in v1 — we don't try to estimate run-hours from indirect signals. Bluetooth integration with platforms like Milwaukee ONE-KEY is on the roadmap.

  • What happens to lost / stolen tools?

    One tap on the report screen marks the tool MISSING and opens a WorkOrder so the shop sees it in the queue. The tool also drops out of the active checkout state.

Ready to try it?

Add tools to your trial fleet today.

The tool tracking module is included with the standard 30-day trial. Bring a roll of polyester labels and a thermal printer — we'll handle the rest.

Start free trialSee pricing

Already in the app? Open /tools to start.