Equipment tracking
Track every asset, in every office, without the spreadsheet
A single register for your gear. Scan a QR to see the item, who holds it and where it has been scanned. Built for equipment that moves between people and locations.
Equipment tracking software gives every item a QR label and one record, then updates its last-seen location from scans rather than manual edits. Stackroom adds a named holder for every item, a map of recorded scan positions with a trail per asset, and full history, so the register stays current as a by-product of using it.
Last reviewed
The pain
Sound familiar?
- Nobody knows what's on which site right now.
- Tools go missing and no one can say who had them last.
- The spreadsheet is always out of date the moment it's printed.
- When something breaks or disappears, nobody can say who signed for it.
How Stackroom helps
Everything you need, in one place
QR-first register
One record per asset with photos, brand/model/serial, condition and custom fields. Scan a label to pull it up instantly.
Geo scan map
Every scan records a position where the device provides one. See each asset's last scanned position on a clustered map, and a trail of where it has been scanned.
Named custody
Check an item out to a named person with a due date, and capture a signature at handover and at return, so 'who had it last' always has an answer.
Full history
Every move, scan and status change is logged, so you can answer 'where has this been?' in seconds.
How it runs
What this looks like day to day
- 1Label
Tag what matters first
Start with the high-value, high-movement gear rather than the whole estate. Print QR labels from the browser onto standard address stock, stick them on, and scan each one once to bind label to record.
- 2Scan
Scan instead of typing
Any phone camera opens the asset. No app-store detour for a subcontractor who needs to look something up once, and no dedicated scanner hardware to buy or keep charged.
- 3Move
Last-seen location from scans
Each scan records a position where the device provides one and appends to the asset's history, so last-seen location comes from everyday use rather than manual edits.
- 4Review
Spot the gaps early
Filter by site, category or holder to see what each one has. Run a cycle count for a site and the items not yet checked are listed, so gaps show up during the count rather than at year end.
- 1 tap
- Scan to full asset view
- Per-site
- Value and holdings reports
- Offline
- Scans queue and sync later
In detail
The questions that come up next
Do we need special scanner hardware?
No. QR codes are read by the camera in any modern phone, which means every person on site already carries a scanner. That matters more than it sounds: hardware-based systems fail because the scanner is flat, locked in a cupboard, or with the person who is off that week.
What if the same item gets added twice?
Every asset has its own tag and its own record, and scanning a label opens that record rather than starting a new one. Duplicates in a spreadsheet usually come from retyping, where the same drill ends up on three rows with three different serial numbers. A register you update by scanning gives nobody a reason to retype.
How is this different from GPS tracking?
GPS tells you where a tag is, continuously, and costs per tag per month. Scan history tells you where an asset was last seen and by whom, with no tag hardware to buy. For gear that moves between people rather than wanders off on its own, custody is usually the more useful signal.
What does the register hold beyond a name and a location?
Everything the lifecycle needs: purchase price and date, depreciation method and current book value, condition, warranty or AMC cover with a policy number and claim contact, service history with costs, custody history with signatures, and per-org custom fields for whatever else you track.
What actually keeps a register accurate?
Not discipline — friction. Every register decays at the speed of how much effort an update takes, which is why spreadsheets are wrong within a fortnight no matter how conscientious the team is. The only durable fix is to make the update a by-product of something people already do. Scanning a label to look something up is that thing: it takes two seconds, it has an immediate payoff for the person doing it, and it writes a dated, located record as a side effect.
Where do assets actually go missing?
Rarely from theft, and rarely the expensive items. The pattern we see is quiet attrition at the cheap end: a dock left in a meeting room, a monitor lent to another team, a laptop that went home and never came back because nobody was tracking it in the first place. Registers that exclude low-value equipment — usually to stay inside a pricing tier — have a hole exactly where the losses are.
What should we label first?
High value and high movement, in that order, and resist the urge to do everything at once. Equipment that sits in one place and never leaves generates no useful scan history, so labelling it is a data-entry exercise rather than a control. Start with what crosses a threshold: anything issued to a person, or that leaves a store or a floor. You will cover most of the loss with a fraction of the labels.
How does this behave across several sites?
Locations are hierarchical, so a site contains buildings, which contain rooms or areas, and an asset sits at whatever depth makes sense. Filtering by a parent shows everything beneath it, which is what makes 'what is on the Leeds job right now' a single view rather than a phone round.
“We recovered a lost instrument within a day using the scan history — it paid for the whole year in one afternoon.”
FAQ
Questions, answered
How long does it take to get our equipment into Stackroom?
Import an existing spreadsheet and you are populated in minutes. Most teams then label their highest-value gear over an afternoon and expand from there. There is no requirement to have everything tagged before the system is useful.
What happens if a QR label gets damaged or falls off?
Reprint it and scan it against the existing record. The asset keeps its full history, so a replaced label does not mean a lost audit trail. For harsh environments, print onto weatherproof stock.
Can people outside our organisation scan an asset?
Yes. Scanning a label opens a public page for that item without signing in, so a subcontractor or whoever finds it can see what it is. Your organisation controls whether the current holder and location are shown there. The full record, its history and any editing stay behind sign-in.
Does it work without a signal on site?
Yes. The mobile app is offline first, so scans, moves and assignments queue on the device and sync when coverage returns. A basement plant room or a rural site does not stop the work.
Can we see the value of equipment at each site?
Yes. Purchase value and depreciation live on the asset record, so you can total by site, category or department for insurance, finance or replacement planning.
Can we import our existing spreadsheet?
Yes, and it is the normal starting point. The importer previews your file and lets you map each column; categories, locations and departments are created from the values in your file, so you do not build the hierarchy by hand first. Re-importing is safe — matching on an existing code updates rather than duplicates.
Is Stackroom an inventory or stock control system?
No. Stackroom tracks individually identified assets: each has a tag, a serial, a history and a current holder. It does not run stock levels, reorder points or purchase orders, so for consumables such as gloves or cable ties a stock tool fits better. Accessories worth controlling, such as a dock or a headset, can each have their own record.
How many assets can we track?
Each plan has an asset limit, and plans step up by features and by how many assets you track. Users are unlimited on every plan, so nobody is charged per seat. Current limits are on the pricing page.
Keep reading
Related
Ready to know where every asset is?
Start free — tag your first 100 assets and run a real checkout in your first session. No credit card required.