Tool status, calibration and retiring

A tool's status says whether it can be used today. Its calibration dates say whether it can be trusted. This article covers keeping both up to date, recording where a tool goes, and retiring it at the end of its life.

#Before you start

• You need Tools: Edit to change status, record movements, update calibration and upload documents.
• Retiring and reactivating a tool needs Tools: Administration.
• To change who holds a tool, see Assign and return tools instead.

#Change a tool's status

1. In the sidebar, click Tools and open the tool.
2. In the header, open Change Status… and choose the new status.

Assigned and Retired are not offered here: a tool becomes Assigned when you assign it, and Retired through Retire. Each status change is recorded on the Movements tab.

While a tool is assigned, the menu is greyed out and reads Return the tool before changing its status. Record the return on the Assignment tab: the return form is where you choose the status the tool comes back in.

#Record a move

Use this when a tool changes place without being assigned to anyone, for example from the main store to a site store.

1. Open the tool and click the Movements tab.
2. Click + Add Movement.
3. Choose the Movement Type: General Move, Transfer, Sent for Repair or Returned from Repair.
4. Type the Destination Location and any Notes.
5. Click Add Movement.

The tool's Current Location becomes the destination. A movement does not change the tool's status: when a tool goes for repair, also set its status to Out for Repair.

#Keep calibration up to date

1. Open the tool and click the Calibration tab.
2. Make sure This tool requires calibration is ticked.
3. After each calibration, fill in Last Calibration Date and the Next Due Date.
4. Click Save Calibration.

The tab, the register and the scanned label all show the calibration state, worked out from the next due date each day:

Filter the register by Calibration Overdue or Calibration Due Soon to plan the next batch for calibration.

#Attach documents

1. Open the tool and click the Documents tab.
2. Type a Document Name, choose the Type (Manual, Warranty, Calibration Certificate, Purchase / Invoice, Photo or Other) and choose the File.
3. Click Upload.

#Retire a tool

Retire a tool that is scrapped, sold or written off.

1. Make sure the tool is not assigned. Record its return first if it is.
2. Open the tool and click Retire in the header.
3. Confirm.

A retired tool is marked inactive, but its full history is kept: assignments, movements, calibration and documents. It cannot be assigned, moved or have its status changed. If it was retired by mistake, click Reactivate: it comes back as Available.

#Troubleshooting