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Tools in Service Geeni are internal-use items such as torque wrenches, gas analysers, calibration instruments or specialist testing equipment. They are not hired by customers, but they still follow service schedules, calibration cycles and compliance checks just like equipment.
Service Geeni supports full testing and calibration for Tools. You can manage them, apply service schedules, link them to contracts and raise service jobs without creating duplicate equipment records.
Enable the following User Rights to get full access:
The Tool access right in Service Geeni allows users to manage tool inventory and allocations.
Equipment Transfer allows users to manage the movement of equipment between branches or sites.
Module Access: Equipment:
Tool Transfer
Tool Records
Getting There
You can access and manage your tools via the Equipment menu and selecting Tool Records.
Tool Records
From the records screen, you can:
View all your current tools.
Add a new tool.
Edit information regarding an existing tool.
Transfer tools between customer sites or engineers.
To view a tool, click its ID. This opens the tool record with all its details.
Adding a Tool
You can create tools in the same way you add equipment.
Click Add to open the editor.
Enter a Tool ID. This can be generated automatically or entered manually.
Add a Description.
Select a Branch.
Enter a VAT and PA Code.
You can also add a Category, Model, Cost Price or Primary Supplier if needed.
Click Save.
The tool is now added to your Tool Records list.
You can make changes to a tool with the Edit icon via the Action Tray.
If it's no longer in use, you can Archive (de-activate) it.
Click Yes. The selected tool is archived.
To Un-Archive (reactivate) a tool:
Select Show Deactivated Tools. All the un-archived (i.e. deactivated) tools are displayed.
Click Un-Archive next to the selected tool. A message box is displayed.
Click Yes.
The selected tool is activated.
Transferring a Tool
Tool Transfer allows you to move one or more tools between customer sites or engineers. Once confirmed, the transfer is applied immediately, updating the tool's assigned location and making it available at its new destination.
Unlike Equipment Transfer, Tool Transfer does not use a separate approval or receiving process. Once the transfer is confirmed, it is completed immediately.
To transfer a tool:
Click the Tool Transfer on a tool, which opens a New Tool Transfer page.
If the Tool Record has more than one tool, expand the nested grid and select the specific tool.
Select a Tool ID.
Set the Transfer Date.
Choose Customer Site Transfer or Engineer Transfer.
Enter From and To locations.
Click Add to Transfer List.
Repeat for more tools if needed.
A single Tool Transfer can contain multiple transfer lines, allowing several tools to be transferred as part of the same transaction.
Click Raise Tool Transfer.
Select Confirm.
The selected tool is immediately transferred to its new site or engineer.
You'll be taken to the Tool Transfer module.
Viewing Previous Transfers
All completed transfers are available from the Tool Transfer module.
From here you can:
Search for previous transfers.
Open a transfer record.
View the Transfer Note number.
Review the transfer date and document reference.
See every tool included within the transfer.
Tool History
Each completed transfer also updates the individual Tool Record.
To view a tool's movement history:
Select the Tool.
If there are multiple copies of the same tool, expand the nested grid and find the correct one.
Click Edit via the Action Tray.
Select Audit Log.
The Audit Log records changes made to the tool, including updates to:
Site ID
Assigned To
Date and time of the change
User who made the change
This provides an audit trail showing where the tool has been assigned over time.
Manually Receiving a Tool
Use the Manual Tool Receipt when a tool arrives without a purchase order, or when you find a tool that hasn’t been logged. This works the same way as Manual Stock Receipt, but you’re recording a tool instead of stock.
To receive a tool manually:
Locate the tool in the Tool Records list.
Click Manual Tool Receipt on the Action Tray.
The Manual Tool Receipt page will open.
Click Site.
A selection window will appear.
Search or scroll to find the site you need.
Click to select it.
You’ll return to the receipt screen.
Enter one in the Quantity Received field.
Add any other details needed, such as the delivery or GRN number.
When you are ready, click Save.
A confirmation page will appear.
Click Confirm
The tool is now marked as received at the selected site.
You have successfully managed the Tool Records module.
Assigning a Tool to a Form
Within the Forms module, tools can be assigned.
In the Tools Required section, you can select tools used by engineers within the system. Registered tools are regularly inspected for legal compliance and are intended for specific tasks that require accurate measurements, such as pressure, torque, or weight.
When a tool is linked to a checklist, the system verifies whether the required tool is registered to the assigned engineer. If it is, the tool will be automatically connected to the checklist.
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