EquipLoop
THE RIGHT TOOL. THE RECORDED HOLDER.

Track Who Has Specific Tools | EquipLoop

Track who has specific tools with tool tracking software for workshop managers, storekeepers and small contracting teams. Search for a drill, meter or laser level by asset ID or serial number, see who it is recorded against, and check when it is due back.

Start tracking free See how to find a tool
  • 10 people
  • 50 tracked equipment units
  • 1 location
  • 2 EquipLoop users

People receive equipment; users have access to EquipLoop. For workshops, maintenance teams and contractors sharing tools between employees and sites.

Two drills. Two records.Illustrative example
DR-001

Cordless drill

Issued
Recorded holder
Example Worker A
Issued
21 October 2026
Expected return
23 October 2026
DR-002

Cordless drill

Available
Recorded holder
No current holder
Issued
Not currently issued
Expected return
Not applicable

Fictional records illustrating individual tool assignments. This is not an application screenshot or live inventory.

FROM A TOOL NAME TO A PERSON

Find the exact tool, then check who has it.

Searching for “cordless drill” can find several matching tools. The asset ID tells you which physical drill you are checking. Keep that identity when the tool moves to another person or site.

  1. 01

    Give each tool its own identity

    Add each physical tool as an individually tracked unit. Use a unique asset ID and record its serial number where available, even when several tools share a model.

  2. 02

    Search for the right unit

    In Equipment, search by tool name, asset tag or serial number. Open the matching unit and check its ID so you are looking at the right drill, meter or laser level.

  3. 03

    Check the current custodian

    Open the unit record to see the person currently recorded against it, the issue date and its expected return date when one was entered.

  4. 04

    Record the next handover

    Record a return and its condition when the tool comes back. Keep issues, returns and transfers connected to the unit; read the handover guide for the wider site process.

Label tools so the ID is readable at the handover point. The free asset tag generator helps prepare labels; the label itself does not create an assignment.

See which tools are issued to each employee

When a worker is changing jobs or returning equipment, open their person record. Current equipment shows what is still assigned to them. Assignment history keeps completed issues separate.

Use the tool record to answer “Who has DR-001?” Use the person record to answer “Which tools are still with this worker?”

Keep the next lookup useful.

Check the tool and its accessories when it returns. Record the return and condition against its assignment. If it changes hands between workers, record that change as well.

An assignment gives you a place to start following up. Confirm the physical handover when a record is disputed or out of date.

Read the construction handover guide

A PROCESS YOUR TEAM CAN MAINTAIN

Start with a register. Share the record as you grow.

A sign-out sheet can suit a supervised tool store. A shared spreadsheet can work when someone maintains the current holder and a separate movement log. EquipLoop connects equipment, people and assignments when several users need the same records.

Explore the equipment issue register

A QR code opens the record.

Scan an EquipLoop QR label to open the matching equipment record. The current custodian depends on your team recording each issue, handover and return. The label does not transmit a live GPS location.

See how QR asset tracking works

RELATED EQUIPMENT RESOURCES

Build the process around your tools.

PRACTICAL ANSWERS

Questions about tracking specific tools

How can I distinguish two identical drills?

Give each drill its own asset ID, such as DR-001 and DR-002, and record the serial number where available. Track them as individual units so each can have its own assignment and history.

Can I search for a tool by its serial number?

Yes. EquipLoop's Equipment search supports serial numbers and asset tags as well as equipment names. Record the serial number against the correct physical unit first.

Can I see all tools issued to one employee?

Yes. Open the person's record to see their current equipment. Completed assignments appear separately in their assignment history, so returned tools do not remain on the current list.

Does every worker need an EquipLoop account?

No. A person receiving equipment and a user accessing EquipLoop are separate records and plan limits. The Free plan includes 10 people, 50 tracked equipment units, 1 location, 2 EquipLoop users. An authorised user can record tool issues to people who do not have their own login.

Can a QR code tell me who currently has a tool?

An EquipLoop QR code opens the equipment record, where authorised users can check the recorded custodian. The label does not transmit a live location or automatically detect who is carrying the tool.

What if someone passes a tool to another worker without recording it?

The recorded holder will be out of date. Confirm who received the physical tool, update its assignment using the supported workflow and keep a note explaining any correction. Agree who records handovers when tools move between workers.

Start with the tools your team shares.

Add a few tools, give each one an asset ID and issue one to a person. Then check whether someone else can find the recorded holder.

  • 10 people
  • 50 tracked equipment units
  • 1 location
  • 2 EquipLoop users
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