Tool management software
Tool management software built for the field
“Who took the grinder?” On a jobsite, a missing tool means a worker waiting and a day gone sideways. Hector tracks every tool like an asset: who holds it, on which jobsite, and whether it came back. One scan from mobile is enough to check out, return or locate any piece of equipment: warehouse, storeroom or foot of the crane.
What is a tool management system?
A tool management system lets you track and manage an organization’s tools across their full lifecycle: from purchase and storage to use in the field and decommissioning. It shows the location, condition and holder of each tool in real time, and automates check-outs, returns and reordering.
It is especially useful in sectors where tools move between several sites and teams, construction, industry, maintenance, where lost or unavailable tools cost production time.
Why use tool management software?
Managing your tools from memory or in a spreadsheet works until the first multi-team jobsite. Dedicated software solves four concrete problems.
Make people accountable and cut losses
Each tool is assigned to a person or a jobsite. If one goes missing, you know who had it last, and when a temp worker leaves, which tools to collect.
Eliminate downtime
Real-time visibility into what is available and where stops you from rebuying a tool that was sitting in another truck.
Never run out of consumables
Blades, drill bits, fasteners: thresholds trigger the alert and the purchase order before you run dry.
Keep tools safe and serviced
Schedule maintenance and inspections, track costs and plan replacements before a breakdown or an accident.
Track your tools across every jobsite
Clear assignment
Each tool is identified by barcode, QR code or RFID chip, and assigned to an employee, a vehicle or a jobsite. You always know who holds what.
Field first
Move your assets from a warehouse to a storeroom, a jobsite or an employee in a few scans from the mobile app. Hector also supports hardened Zebra scanners, built for jobsite conditions.
Check-out / check-in by scan
Tool check-outs and returns happen by scan, and the usage history builds itself, with no paperwork.
When someone leaves
Get, in one click, the list of tools assigned to a person and the ones to collect.
Consumables and reordering
Manage your consumables (blades, drill bits, screws, abrasives) in bulk, with rigorous quantity tracking. Set a minimum and maximum threshold per category and per site: as soon as a stock drops below the threshold, Hector automatically generates the purchase order, grouping items by supplier. No more running out mid-jobsite, no more overstocking just in case.
Maintenance and inspections
Schedule the servicing and inspections of your tools, track their costs and keep the history on each tool’s record. Hector sends automatic notifications before every due date, so your equipment stays safe and operational, and to document, where required, the periodic checks mandated on certain work equipment.
How it works
01. Inventory your tools
One record per tool (reference, barcode / QR / RFID, photo, value), imported from Excel or created individually.
02. Assign by employee, vehicle or jobsite
Define who holds what and where.
03. Check out and return by scan
Mobile check-out / check-in; the history builds itself.
04. Reorder and service
Automatic purchase orders on threshold, maintenance alerts, inventory reconciliations for your audits.
Hector vs Excel
| Criteria | Hector | Excel spreadsheet |
|---|---|---|
| Tool location | Real time, by jobsite / employee | Unknown, manual search |
| Check-out / check-in | Mobile scan (barcode / QR / RFID) | Logbook, or nothing |
| Accountability | Who holds what, full history | "Who took the grinder?" |
| Consumables | Thresholds + automatic purchase orders | Running out mid-jobsite |
| Maintenance / inspection | Scheduled alerts | Forgotten until it breaks |
| Tough environments | Mobile app + hardened Zebra scanners | Entered back at the office |
| Audits / inventory | Reconciliations by scan | Tedious rebuild |
Software built for every industry
Hector adapts to your needs, whatever your industry.
Everything you need
Asset Tracking
Get an instant overview of all your hardware and software assets, with a flexible tool that adapts to your needs.
Equipment Loans
Automate equipment check-in and check-out, and keep clear track of your loans and rentals.
Mobile App
Access Hector anywhere: track your assets, scan your items and reserve equipment securely.
Report Generation
No more manual reports. Generate your inventories and equipment audits in just a few clicks.
Notifications & Reminders
Get alerted automatically whenever an action, an overdue return or a maintenance task needs your attention.
Data Security
Your sensitive information is protected and stored in a highly secure environment.
Barcodes & QR Codes
Generate and scan barcodes and QR codes to track your assets quickly and without errors.
RFID Inventory
Identify your assets by radio frequency (RFID): no more manual entry or time lost during inventory counts.
See more features
User Synchronization
Import your employees, students or clients so they can access Hector and act autonomously.
Single Sign-On (SSO)
Log in instantly with single sign-on, without re-entering your credentials every time.
Operations Module
Manage your daily activities: procurement, preparation, delivery and repair of your equipment.
Cloud Solution
Your inventory hosted in the Cloud, synced and accessible anytime, anywhere.
Inventory Reconciliation
Compare your physical inventory against your Hector data, spot discrepancies and make your stock reliable fast.
Iris Module
Link your QR codes to specific actions and trigger creation, movement or consumption in a single scan.
Accounting Module
Centralize invoices and payments in Hector: templates, documents and clear tracking of your transactions.
Your questions, answered
What is tool management software?
It is a tool that tracks an organization’s tools across their full lifecycle: location, condition and holder in real time, check-outs and returns by scan, and automated reordering. It reduces losses and downtime.
How do you know who holds which tool?
Each tool is identified by barcode, QR or RFID and assigned to an employee, a vehicle or a jobsite. Hector shows the holder in real time, along with the full usage history.
Can you track tools across several jobsites?
Yes. You move your tools between warehouses, storerooms, jobsites and employees in a few scans, with a central view of everything and per-site tracking.
Does the software work in the field, in tough conditions?
Yes. Hector has an iOS / Android mobile app and supports hardened Zebra scanners, built for jobsites.
Does Hector manage consumables and reordering?
Yes. You set min/max thresholds per consumable and per site; Hector alerts you and automatically generates the purchase orders with the right supplier.
Can you schedule tool maintenance and inspections?
Yes. You schedule servicing and inspections, track their costs, and get automatic notifications before every due date.
Does Hector integrate with my ERP?
Hector exports your data and integrates via API to feed your ERP or management tools. Any specific connector need is confirmed with the Hector team.