Skip to content
English - United States
Free trial
  • There are no suggestions because the search field is empty.

Setting up your ToolLogix account

Setting up ToolLogix is a one-time job. Budget about 30 minutes for a single shop. If you are importing an existing tool list it will take longer, mostly waiting on the spreadsheet.

Work through these in order. Each step depends on the one before it — tools live in a shop, so the shop comes first, and you cannot assign gear to a crew that has not been invited.

Before you start

  • An admin login for your ToolLogix account.
  • A list of your tools. A spreadsheet is fine — you will import it in step 3.
  • Names and email addresses for everyone who needs access.
  • Your crew’s phones. No tags, scanners, or extra hardware required.

1. Confirm your company details

In the left menu, open Company Settings. Check your company name, address, phone, and website, and upload your logo (JPG or PNG, up to 5MB). This is also where Subscription & Billing lives — the base plan covers your first 5 users and 1 shop, and each additional user is billed per month.

2. Create your shop

A shop is any place tools live: a warehouse, a yard, a job trailer. Every tool belongs to a shop, so this has to exist before you add inventory.

  1. In the left menu, open Shop(s) and click Create Shop.
  2. Enter the name, address, phone, and email, and add a supervisor.
  3. Set your shop hours. Don’t skip these — when you assign gear later, the “ready when the shop opens” pickup option uses them.

If you run one location, create one shop now and add others later.

3. Add your tools

Two ways in, depending on how many items you have. Either way, new stock is automatically assigned to your shop.

A few at a time — open Tools & Equipments and click Add. Give each item a name, choose its type (Tool, Equipment, or Consumable), and set the price and stock quantity. Manufacturer, model number, category, a photo, and a description are optional but photos make check-in disputes much shorter later.

Bulk upload — the right choice for a real shop inventory. Open Tools & Equipments and click Bulk, then download the pre-formatted XLSX or CSV template. Three columns are required — Name, Quantity, Status — and you can also fill Category, Location, Price, ModelNumber, Manufacturer, Description, and Image. Use the template’s exact header names, then drag your file in and click Upload & Import. See Bulk uploading tools and equipment for the details.

4. Invite your crew

Each person gets their own login — the whole point is knowing who has which tool.

  1. In the left menu, open Users.
  2. Click Manual Add for one person, or Bulk Add to invite the whole crew from a list.
  3. Give each person a role: Admin, Manager, Shop Supervisor, or Field Worker. Most of your crew are Field Workers; save Admin for whoever runs the account.
  4. Each person gets an invite email. If someone can’t find theirs, click Resend All Invites at the top of the Users page.

5. Verify your counts, then assign gear

Before the daily rhythm starts, confirm the system matches the shop floor. Walk the shop with the Tools & Equipments list open, compare physical items against each item’s stock quantity, and fix any number that’s wrong by opening the item and clicking Edit.

Then hand out the first gear: open Tools & Equipments and click Assign. Pick the user (or a truck or tool cart), choose the pickup option, add items, and click Assign Gear. From here on, check-out and check-in keep the counts honest on their own.

You’re set up. What now?

  • Have the crew install the mobile app from the App Store or Google Play and sign in. [VERIFY: exact first-run steps on the phone]
  • Run one normal day, then open Reports → Activity & Transactions. Every check-out and check-in is listed there — it’s the fastest way to spot anything set up wrong.
  • Turn on stock alerts: Tools & Equipments → Alerts, check Get Notification, and set a minimum quantity so you hear about shortages before the crew does.

If something goes wrong

Someone can’t sign in. Check their invite was accepted and the email matches what you entered. Resend from Users → Resend All Invites. [VERIFY: any other common causes support sees]

An item shows 0 available but you can see it on the shelf. It’s probably assigned to someone. Open the item — the Assign section shows exactly who or which truck has each unit.

Counts don’t match after the first day. Usually gear checked out under the wrong person. The item page shows current holders, and Reports → Activity & Transactions shows every movement with a timestamp.

Still stuck? Open Support in the left menu of the app and click Create ticket, and we’ll respond within one business day.