> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fentufsm.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Tools

> Managing tools and equipment assigned to technicians

<img src="https://mintcdn.com/fentu/C3pzkSBx7BqIrzJP/images/fentu-fsm/inventory/tools-list.png?fit=max&auto=format&n=C3pzkSBx7BqIrzJP&q=85&s=4e1838cee0016c723b532020facb6b2f" alt="Tools List View" width="1280" height="720" data-path="images/fentu-fsm/inventory/tools-list.png" />

## Overview

The Tools module tracks equipment and tools used by technicians in the field. This includes hand tools, power tools, testing equipment, and specialized instruments that require tracking for assignment, calibration, and maintenance.

<Note>
  Tool tracking ensures technicians have the equipment they need, calibrated instruments stay current, and expensive tools are accounted for.
</Note>

## When to Use Tools

Track tools for:

* **Assignment Tracking** - Knowing who has which tools
* **Calibration Management** - Ensuring instruments are calibrated
* **Maintenance Scheduling** - Planning tool service and repairs
* **Cost Control** - Tracking tool investments and replacements
* **Inventory Management** - Knowing what tools you have

<Tip>
  Focus on tracking high-value tools, calibrated instruments, and shared equipment. Common hand tools may not need individual tracking.
</Tip>

***

## Tool Information

Each tool record includes:

| Field             | Description                                  |
| ----------------- | -------------------------------------------- |
| **Tool Name**     | Name or description of the tool              |
| **Serial Number** | Manufacturer serial number                   |
| **Asset Tag**     | Internal asset/inventory tag number          |
| **Make/Model**    | Manufacturer and model                       |
| **Category**      | Tool category (Hand Tool, Power Tool, etc.)  |
| **Assigned To**   | Technician currently assigned                |
| **Location**      | Current location (warehouse, vehicle)        |
| **Status**        | Available, Assigned, In Calibration, Retired |

### Tool Categories

| Category             | Examples                              | Tracking Priority      |
| -------------------- | ------------------------------------- | ---------------------- |
| **Power Tools**      | Drills, saws, grinders                | High                   |
| **Test Equipment**   | Multimeters, pressure gauges          | High (calibration)     |
| **Specialty Tools**  | Refrigerant recovery, torque wrenches | High                   |
| **Hand Tools**       | Screwdrivers, wrenches                | Low (unless expensive) |
| **Safety Equipment** | Harnesses, meters                     | High (compliance)      |

***

## Creating Tool Records

<Steps>
  <Step title="Navigate to Tools">
    Go to Products & Inventory > Tools
  </Step>

  <Step title="Click Create">
    Start a new tool record
  </Step>

  <Step title="Enter Tool Details">
    Provide name, serial number, and category
  </Step>

  <Step title="Set Calibration Schedule">
    If applicable, set calibration due date and frequency
  </Step>

  <Step title="Assign Location">
    Specify where tool is stored or who has it
  </Step>

  <Step title="Save Tool">
    Save the tool record
  </Step>
</Steps>

### Calibration Tracking

For tools requiring calibration:

| Field                       | Description                        |
| --------------------------- | ---------------------------------- |
| **Calibration Required**    | Yes/No                             |
| **Calibration Frequency**   | How often calibration is needed    |
| **Last Calibration Date**   | When tool was last calibrated      |
| **Next Calibration Due**    | When calibration is next required  |
| **Calibration Provider**    | Who performs calibration           |
| **Calibration Certificate** | Attached calibration documentation |

<Warning>
  Out-of-calibration test equipment can lead to incorrect diagnoses and quality issues. The system can alert when calibration is due.
</Warning>

***

## Tool Assignment

### Assigning Tools to Technicians

<Steps>
  <Step title="Select Tool">
    Find tool to assign
  </Step>

  <Step title="Choose Technician">
    Select technician receiving tool
  </Step>

  <Step title="Set Assignment Type">
    Permanent or temporary assignment
  </Step>

  <Step title="Document Condition">
    Note tool condition at assignment
  </Step>

  <Step title="Confirm Assignment">
    Complete and save assignment
  </Step>
</Steps>

### Assignment Types

| Type          | Description                     | Use Case                         |
| ------------- | ------------------------------- | -------------------------------- |
| **Permanent** | Tool assigned to one technician | Personal tools, common equipment |
| **Temporary** | Short-term assignment           | Special jobs, coverage           |
| **Shared**    | Pool tool available to anyone   | Expensive specialty tools        |
| **Job-Based** | Assigned to specific work order | Specialty equipment for jobs     |

<Info>
  Track tool assignment history to know who had a tool when. This helps with accountability and tracking down missing equipment.
</Info>

***

## Tool Maintenance

### Maintenance Types

| Type                | Description                                        |
| ------------------- | -------------------------------------------------- |
| **Routine Service** | Regular cleaning, lubrication, battery replacement |
| **Calibration**     | Testing and adjusting instrument accuracy          |
| **Repair**          | Fixing damaged or malfunctioning tools             |
| **Inspection**      | Safety and functionality checks                    |

### Tracking Maintenance History

Record for each maintenance event:

* Date of service
* Type of maintenance
* Who performed it
* Cost (if external)
* Parts replaced
* Next service due

### Managing Tool Status

| Status             | Description               | Available |
| ------------------ | ------------------------- | --------- |
| **Available**      | In stock, not assigned    | Yes       |
| **Assigned**       | Currently with technician | No        |
| **In Calibration** | Out for calibration       | No        |
| **In Repair**      | Being serviced            | No        |
| **Retired**        | No longer in service      | No        |

***

## Best Practices

<AccordionGroup>
  <Accordion title="Tag Everything" icon="tag">
    Put asset tags on all tracked tools. Makes identification easy during audits and if tools are found.
  </Accordion>

  <Accordion title="Regular Audits" icon="search">
    Periodically verify tool assignments match physical locations. Address discrepancies immediately.
  </Accordion>

  <Accordion title="Calendar Calibrations" icon="calendar">
    Set up automatic reminders for calibration due dates. Never use out-of-calibration instruments.
  </Accordion>

  <Accordion title="Document Condition" icon="camera">
    Take photos when assigning tools. Helps resolve disputes about damage and wear.
  </Accordion>

  <Accordion title="Plan Replacements" icon="chart-line">
    Track tool costs and lifespans. Budget for regular replacement of worn tools.
  </Accordion>

  <Accordion title="Secure Valuable Tools" icon="lock">
    High-value tools should have additional security. Consider GPS tracking for expensive equipment.
  </Accordion>
</AccordionGroup>

***

## Common Questions

<AccordionGroup>
  <Accordion title="Should I track every tool?" icon="question">
    No. Focus on high-value tools, calibrated equipment, and shared resources. Common hand tools typically don't need individual tracking unless they're expensive.
  </Accordion>

  <Accordion title="How do I handle lost tools?" icon="question">
    Mark the tool as Lost in the system, documenting when and where it was last seen. Keep the record for insurance purposes. Create a new record if a replacement is purchased.
  </Accordion>

  <Accordion title="Can tools be assigned to jobs instead of technicians?" icon="question">
    Yes, tools can be assigned to work orders for specific jobs. This is useful for specialty equipment needed only for certain types of work.
  </Accordion>

  <Accordion title="How do calibration reminders work?" icon="question">
    The system tracks calibration due dates and sends alerts before expiration. You can configure how far in advance to be notified.
  </Accordion>

  <Accordion title="Can I track tool usage by job?" icon="question">
    Tools assigned to work orders are tracked by job. For general assignment, you can record usage notes but detailed time tracking per job isn't typically available.
  </Accordion>

  <Accordion title="How do I import existing tool inventory?" icon="question">
    Use the Import function to bulk import tool records from a spreadsheet. Include serial numbers and assignment data for complete records.
  </Accordion>
</AccordionGroup>

***

## Related Documentation

<CardGroup cols={2}>
  <Card title="Vehicles" icon="truck" href="/inventory/vehicles">
    Service vehicles carrying tools
  </Card>

  <Card title="Technicians" icon="user-gear" href="/workforce/technicians/technician-management">
    Managing technician assignments
  </Card>

  <Card title="Parts" icon="cogs" href="/inventory/parts">
    Parts inventory management
  </Card>

  <Card title="Import" icon="upload" href="/administration/data/import">
    Importing tool data
  </Card>
</CardGroup>