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Asset Tracking/ITAM/Uncategorized

The Ultimate Asset Tracking and Management Solution | Reftab

Posted on by Michael Caslowitz
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Are you looking for the ideal asset-tracking platform that not only handles the basics of assigning equipment to users but also propels your organization toward seamless automation and complexity management? Enter Reftab – a powerhouse platform that transcends ordinary asset management systems, propels you into IT professionalism and heightened automation capabilities.

Simplifying the Essentials

At its core, Reftab excels in executing fundamental asset management tasks with unparalleled ease. Users can effortlessly, assign equipment, manage location sites, and peruse a comprehensive list of assets allocated to specific users. This encompasses software licenses, accessories, kits, and more. What sets Reftab apart is its decade-long dedication to perfecting these functions, ensuring they are intuitive and user-friendly.

One of the standout features of Reftab is its ability to seamlessly integrate with various device management platforms. For example, Intune, Jamf, Meraki, Mosyle, Lansweeper, SCIM Provisioning, LDAP, Single Sign-On, and offer an open API, among others. Additionally, it consolidates data from sources like CDW for pre-purchases and manufacturers such as Dell for warranty lookups. This offers a single-pane-of-glass view of your assets’ lifecycles.

Elevating Beyond the Basics

However, what truly distinguishes Reftab is its capacity to navigate the intricate landscapes of complex business logic and track assets from procurement to disposal. As your company expands into new initiatives, Reftab shines by offering specific automation, custody verifications, and robust procurement tracking. These functionalities catapult an ordinary system into an extraordinary one, empowering users to handle intricate workflows effortlessly. Here are some examples:

Workflow Builder for Automation

Reftab’s workflow builder emerges as a multifaceted tool capable of automating diverse tasks. From sending email alerts, to managing equipment-specific information, maintenance schedules, auditing, and more.

Custody Verifications for Accountability

The platform’s automated custody verification system simplifies equipment auditing by allowing end-users to confirm ownership and condition, streamlining accountability processes.

Maintenance Management Made Easy

Efficiently handle calibrations, repairs, and safety inspections with Reftab’s customizable maintenance forms, reminders, and reporting features, ensuring equipment maintenance is never overlooked.

Customizable Procurement Tracking

By leveraging customizable forms, Reftab streamlines procurement, triggering requests, opening tickets for your help-desk, and capturing essential data, all consolidated within the platform.

The Ultimate Advantage

Reftab demonstrates its capability in not just simplifying the straightforward aspects of asset tracking but also in helping organizations that need to smoothly transition into managing more complex requirements. It empowers users to handle evolving organizational demands with ease. In it’s essenece, Reftab caters to simple as well as complex asset-tracking needs.

While several platforms handle the rudimentary tasks of asset management, Reftab goes above and beyond. Its ability to simplify complexity sets it apart, making it the top choice for organizations aiming to manage their assets effortlessly.

Don’t settle for the ordinary – elevate your asset-tracking experience with Reftab. Experience how this exceptional platform simplifies complexity, and helps your organization stay ahead of the curve in managing its valuable assets.

Sign up for an account today and mange first 50 assets free: https://www.reftab.com/sign-up

Featured
Release Notes/Requests and Approvals

Reftab’s Summer 2023 Release Notes

Posted on by Michael Caslowitz
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Reftab is excited to announce one of our biggest updates yet! We’ve heard a lot of feedback from you and after many emails, tickets and Zoom calls, we’re incredibly happy to announce that approval flows are now available!

Approval Flows

How-to guide: Start creating approval flows today with our guide:  Reftab guide to approval flows

In one of our biggest updates yet, Approval Flows bring you an easy and automated way to route requests for equipment to managers, department heads, safety coordinators, etc. in a simple way.

For example, if a user wants a specific software license that  requires approval from IT or their manager before being purchased or installed, or employees or contractors need safety training before using specific tools, you can send an email to an “Approver” for them to review.

The “Approver” can approve or reject directly from within the body of the email. This is incredibly important because by using email – a system everyone is used to, and uses all day, approvers can review and approve requests without  needing to login to any new system. It can be adopted by every department and any user with minimal effort.

This is our first iteration of approval flows. We plan to issue updates and enhancements in the coming months. We really want to hear from as many as you as possible about how approval flows can solve your business challenges.

Video: Click to view video on YouTube

New Integrations: Meraki and Jamf School

For users on the Business plan, you can now configure a connection to sync assets from Cisco Meraki, which is a cloud controlled, wifi, routing and security system for enterprise networks. This integration is great because if you have WiFi access points or other networking equipment across various locations, this integration automatically adds those devices into Reftab. By doing so, you’ll have even more ways to automate data into Reftab for reporting, automated alerts, maintenance etc.

How-to guide:  Reftab Meraki integration guide

You also can sync devices from Jamf School. Jamf Schools works in the same way as our existing Jamf integration works, however Jamf school is specifically for education institutions.

How-to guide: Reftab Jamf School integration guide

Gantt Charts

Reftab now offers Gantt charts to users on all plans. Gantt charts give you a great visualization of items in a list and can compare events easily to better understand usage and scheduling.

To view your Gantt chart, anywhere you see the calendar page, you can click “Gantt” and the gantt chart will display.

Updates to Users / Loanees

1) ICS Calendar Feed: For each loanee / user in Reftab you can now generate an ICS calendar feed. This creates a link that you can paste into your local Outlook calendar or GMail calendar so that when an item is reserved for a user, that event will be automatically sent to your calendar. By setting this up, you wont need to login to Reftab to view these events.

Edit any user and enable “ICS Reservation Link“

Then, click “Save“. A link will display for you to copy and use within Outlook, Mac Calendar, GMail, etc.

2) Dynamic Manager Field: This allows you to link a user to another user to establish a ‘manager’ or ‘supervisor’. See our how-to guide: ​Guide to configuring manager field in Reftab​​​

The benefits of setting up a managerial custom field is because they can be used in Workflows and Approvals.  For example, sending an overdue email to a manager or routing approval steps to a manager or safety supervisor.

3) SCIM Custom Field Mapping: You can now sync custom user fields from your IdP such as Azure, okta, JumpCloud etc. Prior to this update you could only sync a name, title, email address and employee number. We recognized that was very limiting, especially with the need for detailed reporting and workflows. To map these fields click “Settings” > “Integrations” > “SCIM UserProvisioning” and you’ll see,”Optional Custom Fields“

New YouTube Video:

Check out our new feature highlight video on Reftab’s e-signature functionality. Please share, like comment and let us know what you think!YouTube Video: Reftab’s E-Signature Functionality

Featured
jamf asset management/Kandji Integration/Lansweeper Integration/Release Notes/Requests and Approvals/Workflow Automation

Reftab’s Spring 2023 Release Notes

Posted on by Michael Caslowitz
Release notes image

Hello everyone, thanks for taking the time to read Reftab’s latest release notes. We’ve been working hard and are excited to introduce new features and updates!

New Feature

Equipment Requests – Available on the Business Plan, equipment requests allow users to submit general requests for equipment. For example, if a student wants a camera or an employee wants a monitor or someone needs a group of tools for a job site, they can request these items at the category level. Prior to this update, users needed to search and find specific equipment to reserve.

We heard that this created situations where certain equipment was being reserved more than others, or it was too cumbersome for some users to find equipment in the portal, or equipment was available but the user didn’t know it.

This update greatly eases the process for the end user because now they can simply enter a quantity of what they want and when it’s needed by.

Administrators can then approve or deny (which include email notices). If approved, the Reftab admin can select the specific items from stock and fulfill the request through a reservation or check out.

There are two ways to submit a request:

  • Public Request Pages: You can create a public page, share the URL with anyone you want and anyone with access can submit a request. You can customize these pages and create an unlimited amount of public pages.
  • Requesting Equipment from the User Portal: The alternative to public request pages, is allowing users to request equipment from the user portal. If a user clicks on a category that has no assets in it, they will see a notice saying “Click Here to Request Equipment”. 

Approval Workflows

Equipment requests are currently in phase one. The Reftab team is now working on building approval workflows. 

Approvals will allow you to set a procedure that places requests in rounds of approvals before an item is purchased or given to someone. (At this time, we don’t have an accurate estimate on when approvals will be released but we will keep everyone updated.)

We want to hear from you! Please reply to this email (or email ‘[email protected]‘) for any feedback and suggestions on equipment requests / approvals.

See FAQ Here: https://www.reftab.com/blog/faq/equipment-requests-overview/

PDF Generated Forms for Custody Verification and Asset Check Outs

Reftab can now automatically generate PDF files containing loan signatures and agreement text.

These PDFs can generate when an asset is checked out and a signature is required and/or when a custody verification form is submitted.

This is a major update that allows administrators to establish better compliance with company equipment agreements because it completely automates the process of capturing, formatting and saving employee agreements. This is important because these agreements may outline acceptable use policies and other types of agreements between an organization and a user.

Prior to this update, a signature was still saved to the system but there was no downloadable, tangible connection between a signature from a user, and the agreement.

See FAQ Here: https://www.reftab.com/blog/faq/verify-custody-of-assets/#verification-signature

New Integration: Lansweeper

Reftab now offers an integration with Lansweeper. If you’re not familiar with Lansweeper it is a network discovery tool used by IT departments to discover what’s connected to a corporate network.

The integration we provide takes devices found from Lansweeper and adds them into Reftab.

Let us know if any questions and we’ll be happy to help. If you’re an existing Lansweeper user and want to participate in a case study, please reach out!

Updates to integrations: Intune / Jamf / Mosyle / Kandji

Reftab’s MDM integrations now map to assets in Reftab via serial number in conjunction with the respective unique identifies (Azure AD Device ID, jamfid, etc…)

This is a major update because prior to this, if a laptop was wiped and re-enrolled, a new unique identifier was created and thus when synced to Reftab, a new asset was created. However, with this update Reftab now looks for an existing serial number and if found, maps to that asset instead of creating a new asset. This is a major time-saver and ensure data stays organized across systems.

Consumables Can Now be Reserved

You can now reserve consumables. Prior to this update, consumables could only have transactions done to them and there was no way for users to reserve them. This update now expands the use case of consumables and can ultimately meet more needs of your business use-cases and requirements. Also note, consumables now display in the user portal as well.

Multi-Tenancy Update: Reporting Across Tenants

Reporting across tenants is now possible. If you’re a Reftab user with multi-tenancy setup, it is now possible to run a report to pull assets across all tenants.

To do this, log into your main tenant and go to the Reports page. Setup a new assets report and you’ll see a checkbox “Report across all tenants”. If that is checked, the report will return assets from all tenants.

Update to Windows Agent

The Reftab installable agent for Windows has been updated so that you can supply an asset ID during installation. Prior to this update, the agent would install and generate an asset ID from the guid.

Thank You!

Thank you for your continued support! As we always say, we build our platform based upon feedback we hear. So please do let us know any suggestions and keep us informed on how Reftab can further meet your needs. 

Thank you and have an enjoyable summer!

Release Notes/Software Asset Management/Uncategorized

Reftab Release Notes (late Fall 2024)

Posted on by Michael Caslowitz
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We’re excited to announce two powerful new features now available in Reftab!

Software Surveys

Create customizable questionnaires to check if users still need assigned software. Responses are logged on the license page, and if paired with unit cost tracking, you’ll see potential savings from revoking unused licenses.

To send the survey click the, “Send Survey” button found on the loan table within each software license page:

Here’s an example of what a survey can look like. You can edit your own within “Settings” > “Loan / Reservation Options” > “Setup License Surveys“

Audit Reconciliation

After scanning assets, close and send results for admin review. Reconcile mismatches, like updating asset locations, or change status labels to mark assets as missing or out for repair.

From the mobile app, tap “My Items” and you’ll see audits assigned to you. Within an audit, you can tap the location button and set your current location.

Click “Close Audit” and you can send the audit for reconciliation.

Next, admins can see a column for “Reconciliation” and determine an action to take such as change the asset’s location to the location set by the auditor or change status labels, etc.

What’s next?

Reftab’s SaaS tracking capabilities are growing! In the coming months, we’ll introduce features to log software installed on users’ machines. As a reminder, you can already link your Microsoft Entra or Okta IdPs to track software utilization today.

Keep your records intact

Did you know Reftab lets you archive assets for free? Instead of deleting data, create status labels to archive assets and maintain a complete history.

Thank you for sharing your feedback! At Reftab, our features and enhancements are inspired directly by our customers. We’re dedicated to continuously improving your experience and appreciate having you as a valued Reftab user!

— The Reftab Team

Release Notes

Reftab’s Fall 2024 Release Notes

Posted on by Michael Plocher

Hi all, we’re excited to share what’s new in the Reftab platform!

  • Custom Emails: Now support asset-specific details for more informative workflow alerts.
  • Request Flows: A “Change Asset Location” action allows approvals for asset moves.
  • Audit Feature: Unlisted scanned assets are tracked separately for better organization.
  • Jamf Integration: A new “Jamf Linked” field to trigger alerts for removed devices.
  • Reservation Limits: Minimum advance time for bookings now configurable.
  • Access Restrictions & Bulk Editing: New controls for managing and updating Asset IDs efficiently.

Custom Emails Now Support Replacement Fields

You can now include asset details, like serial numbers and locations, in customized emails triggered by workflows. Previously, emails only supported general text. This update provides greater visibility and more useful alerts.To create custom emails, log into Reftab and click “Settings” > “Email Settings / Logs“> “New Custom Email“

Towards the bottom, you’ll be able to view available replacement fields by clicking, “Show Replacement Fields“

Then, copy/paste any field you want to use:

Click “Save Email” when done.

You can then click “Automated Workflows” to build a workflow that triggers your custom email:

Updates to Request Flows

A new “Change Asset Location” action lets you manage asset moves that require approval. Approvers are notified by email or mobile app and can quickly confirm, transferring the asset to its new location.This new step action can be found in the “Step Actions” section of your approval flows.

For more information on Reftab’s approval flows, see this guide: https://www.reftab.com/blog/faq/a-guide-to-reftabs-approval-flows/

Update to Audit Feature: Track Unlisted Scanned Assets

During audits, any asset scanned that isn’t in the original list will be saved under “Unlisted Scans,” making it easier to track and organize assets that need to be reassigned. Reftab will continue to introduce enhancements to the audit feature as we head into the new year.

New Field on Jamf Integration to Track Linked Status

For those of you using the Jamf integration, you’ll likely want to map a new field called, “Jamf Linked”. Use this field in workflows to get alerts for devices removed from Jamf.

The possible values are “Yes” or “No“. If you use this field in a workflow, set a condition to look for “No” and run an action such as changing the status label, or triggering an alert email, etc.

New Setting: Reservation Creation Limit

You can now set a minimum time in advance for reservations, preventing last-minute bookings. Configure this in within “Settings” > “Loan / Reservation Settings“.

New Access Restriction for Asset ID’s

There is a new option, “Asset ID Edit Access” in the access roles. If “Allowed” users can edit asset IDs for existing and new assets. If “Not Allowed” users can only use asset IDs that auto-generate for new assets.

Bulk Edit Asset IDs

Using the Asset Overlay feature, you can import a CSV to update Asset IDs in bulk. This is useful for correcting IDs without deleting and re-importing assets.

Thank You!

Thank you to everyone who shared your valuable suggestions for enhancing the Reftab platform. Your feedback continues to inspire and shape our improvements, and we truly appreciate your support and engagement. Keep the great ideas coming!

maintenance management software/Mobile Maintenance Management

Actionable Tips for Heavy Equipment Asset Management

Posted on by Michael Caslowitz

You’re managing a multimillion-dollar construction project, and everything’s moving along smoothly until one of your key excavators breaks down. Suddenly, you’re scrambling to find a replacement, the project grinds to a halt, and every hour of downtime is costing you thousands. What’s worse? It turns out the breakdown could’ve been prevented with a simple maintenance check that got lost in the shuffle. 

This is the reality for many construction companies managing fleets of heavy equipment without a solid asset management system.

Relying on outdated spreadsheets, clunky software, or worse, your own analog system can leave you vulnerable to missed maintenance, inefficient asset usage, and unexpected downtime that can cripple your operations. That’s why heavy equipment asset management software is a necessity. By automating maintenance schedules, tracking equipment usage in real time, and giving you actionable insights, this software turns chaos into a calm, controlled environment.

In this post, we’re sharing tips for what to look for when choosing heavy equipment asset management software.

Integrates with your existing systems

It’s critical for an asset management system to play nicely with the tools you’re already using. Whether it’s an ERP, secure login tools, or employee scheduling software, having everything in sync avoids redundant data entry and ensures every department stays on the same page. 

This helps you keep track of assets, equipment costs, and maintenance schedules, which not only saves time but also reduces human errors.

Create customizable asset labels and barcodes

Being able to create custom labels and barcodes tailored to your equipment means you can track assets more efficiently. Whether it’s color-coded stickers for different types of machinery or QR codes for quick maintenance checks, you can adapt to what works best for your team. 

For example, custom barcodes allow you to scan a machine instantly and access its entire history, saving hours of digging through records to figure out which one is due for service.

Make sure your field workers can access what they need on their smartphones

This should go without saying, but your asset management software should be cloud-based and mobile-friendly since your equipment is often spread across multiple job sites. A cloud-based asset management system allows teams to monitor and update equipment information in real time, no matter where they are. 

Plus, your field workers often need real-time access to equipment information when they are on-site and not sitting at a desk. Providing them with mobile tools ensures they can update or access asset statuses, whether they’re at the construction site or in a remote location. With mobile access, they can update the system, preventing delays and miscommunication between the field and the office.

See and log maintenance history

Tracking past maintenance allows companies to predict when equipment might fail and schedule repairs ahead of time. By analyzing patterns in equipment wear and tear, businesses can shift from reactive to proactive maintenance strategies. This allows you to identify issues early, keep machinery running smoothly, and avoid costly last-minute repairs.

Make compliance tracking easier

Keeping track of regulatory compliance for heavy equipment can be a headache, especially with strict OSHA requirements. Automated compliance tracking with the help of your asset management software reduces manual work and ensures nothing falls through the cracks. 

For instance, if you are preparing for an OSHA audit, you need to prove that your fleet has passed every inspection, meets safety standards, and complies with current emissions regulations. Instead of sifting through paperwork, you could generate a report in minutes, providing all the necessary data with a single click. This level of tracking not only helps you stay compliant but also reduces the risk of fines and legal issues while ensuring a safe working environment for your team.

Set appropriate role-based access and permissions

Not everyone needs to see all the data, and role-based permissions let you control who has access to what. Whether it’s a manager approving purchases or a field worker logging equipment updates, you can ensure the right people have the right access. 

For example, a large construction company might want to restrict who can authorize high-cost repairs while allowing everyone to update asset statuses. This helps streamline decision-making without compromising data security.

Configure automated alerts and notifications

Setting up automated alerts for maintenance tasks, upcoming warranty expirations, or equipment that’s being overused can keep everything running smoothly. Without these reminders, it’s easy to miss critical tasks, leading to downtime or costly repairs. 

For instance, if you are running a construction project and suddenly realize that two of your main excavators are down for maintenance because their scheduled service was missed, automated alerts can prevent these kinds of disruptions by notifying your team well in advance.

Consider total cost of ownership

When purchasing heavy equipment, it’s not just the upfront cost that matters. You need to consider the total cost of ownership (TCO), which includes maintenance, repairs, downtime, and depreciation over time. 

Depreciation is an unavoidable part of owning heavy equipment, but by using lifecycle-based depreciation models, you can better plan for when it’s time to replace or upgrade machinery.

For instance, buying a cheaper machine might seem like a good deal, but if it requires costly repairs or breaks down frequently, it could end up costing more in the long run than a higher-quality piece of equipment.

Stay on top of preventative maintenance

Preventive maintenance is key to avoiding costly breakdowns. 

Beyond preventing failures, tracking how often tools are being checked in and out and overall asset utilization rates helps optimize your equipment. 

By redistributing work from overused machines to underutilized ones, you prevent wear and tear while ensuring your equipment is always running efficiently. This proactive approach not only extends the life of your assets but also maximizes productivity and cuts costs.

Simplify equipment tracking with easy check-in/check-out

Keeping track of equipment across job sites can be a logistical nightmare, but with an easy check-in/check-out system, you can simplify the entire process. Whether using a mobile app or desktop, your team can quickly log who borrowed a piece of equipment, where it’s headed, and when it’s due back. This gives you real-time visibility into where your assets are and who’s responsible for them, reducing the risk of lost or misplaced items.

For example, say a bulldozer is checked out for a job site but isn’t being used. You can quickly identify its location and reassign it to another project where it’s actually needed. 

Customizable email reminders keep everyone on top of overdue returns, while a centralized database logs the loan history, holding your team accountable. This system not only improves equipment utilization but also minimizes human error, making sure nothing falls through the cracks.

Set dedicated equipment maintenance budgets

Maintaining equipment is essential, but repair costs can quickly spiral out of control if they aren’t budgeted properly. Having a dedicated maintenance budget ensures you’re prepared for both routine and unexpected repairs without derailing other projects. 

Consider a construction company that suddenly faces a $20,000 repair bill on a key piece of equipment. With a separate budget set aside for maintenance, this surprise expense doesn’t halt operations.

How to choose the right asset management software for heavy equipment

Selecting the right asset management software for your heavy equipment can make a significant difference in how efficiently your operations run. With so many software options available, including Reftab, it can be tough to know where to start, but focusing on a few essential features will help guide your decision.

One of the most important capabilities to look for is maintenance management and scheduling. Keeping your machinery in top shape means staying on top of routine service, and a system that automatically reminds you when it’s time for maintenance can save both time and money. 

Another crucial feature is real-time asset tracking. When your equipment is spread across multiple job sites, knowing where everything is at any given moment is key. Software that includes real-time tracking allows you to monitor your equipment’s location and usage in real-time, which can help with theft prevention and ensure your fleet is being utilized efficiently. This feature can also provide insights into equipment wear and tear, making it easier to schedule maintenance based on actual usage rather than arbitrary timelines.

Ease of use is another factor that shouldn’t be overlooked. If the software is difficult to navigate or not accessible on a smartphone, it won’t matter how many features it has. At a minimum, field workers should be able to use an app to check in and out equipment, update asset statuses, or log repairs without having to return to the office.

Integration with existing systems is also vital. The best software will work seamlessly with the tools you’re already using. This way you can keep all of your data connected and reduce the risk of errors. This eliminates the need for manual data entry and ensures that everyone is working with the most up-to-date information. 

Customization can make a big difference, too. Your business has its own unique processes, so you’ll want software that you can adapt to your workflow (and not the other way around).  

Key takeaways

Heavy equipment asset management software can help you make smarter decisions that save time, money, and resources. With the right software, you can move from putting out fires to having a clear, proactive strategy for maintaining your fleet, preventing costly breakdowns, and ensuring every piece of equipment is being used to its full potential. Whether you’re dealing with equipment spread across multiple job sites or simply trying to extend the lifespan of your assets, investing in asset management software can transform the way you operate.

Ready to take control of your heavy equipment management? Sign up for a free Reftab account and see how easy it is to streamline your asset tracking and maintenance today.

Asset Management Software for MSPs/ITAM/Uncategorized

Streamlining IT Asset Management with Zero-Touch Deployment

Posted on by Michael Caslowitz
Zero-touch deployment hero image

Zero-touch deployment has revolutionized IT asset management, enabling devices to be set up and configured without hands-on involvement from IT teams. Solutions like Reftab, Intune, and Jamf and more, empower IT admins to oversee devices remotely, allowing assets to be fully configured and provisioned without physical interaction. Here’s how zero-touch deployment impacts asset tagging and auditing processes.

The Evolution of Asset Tags: Still Necessary?

Traditionally, asset tags served two main purposes:

  1. Quick Support Identification: When an end user needed help, they could relay the asset tag ID, allowing IT to quickly locate the assigned device and provide targeted support.
  2. Auditing and Serialization: Asset tags were a physical marker confirming a device’s existence and assigning it as a critical endpoint requiring protection and tracking.

Today, with robust management platforms, physical tags are less critical. IT teams can track device history and handovers digitally, knowing each user, device assignments, and status changes over time. Asset management systems like Reftab even simplify audits, enabling end users to confirm device details remotely through custodial verification forms, eliminating the need for physical presence.

Benefits of Digital Asset Auditing

With digital systems, auditing becomes more accurate and efficient. Platforms like Reftab let IT admins schedule custodial checks directly with users, enabling a streamlined, remote verification process. This shift improves accountability and ensures records are always up-to-date.

In short, zero-touch deployment with digital asset management reduces dependency on physical tags while enhancing efficiency and data accuracy. Asset tracking, ownership records, and auditing can all be managed remotely, transforming how IT teams oversee and secure their assets.

*** 

Ready to experience Reftab’s flexibility and ease of use for yourself? Sign up for a free account today and discover how Reftab can streamline your asset management workflow.

Asset Tracking/Jira Integration

A Flexible Alternative to Jira’s External Assets Platform

Posted on by Michael Plocher

Jira recently announced it will deprecate its External Assets Platform by the end of 2024. This limits options for users who rely on external asset-tracking tools. It seems like a push to get more users into Jira’s built-in functionality.

But you don’t have to switch or use Jira’s built-in system. 

Reftab rebuilt its Jira integration despite these new limitations, so you can keep linking support tickets with asset tracking.

If you’re looking for a flexible and affordable option, here’s why Reftab is the better choice for asset management.

Jira’s deprecation limits your options

Jira’s decision to deprecate the External Assets Platform reduces the choices for users who rely on third-party asset management tools. Previously, users could easily link support tickets to external assets. 

Now, Jira is pushing its own built-in asset tracking service, which may not meet every user’s needs. 

For businesses that rely on smooth integrations with third-party platforms, this move forces teams to either adapt to Jira’s built-in asset tools or face time-consuming manual processes. Not to mention, it disrupts existing established workflows.

Many organizations don’t have the resources or flexibility to upgrade to more expensive Jira tiers, which may not even fully address their needs. This disruption can result in inefficiencies, lost time, and additional costs, particularly for teams with complex asset management requirements.

Why Reftab is a more flexible alternative 

​​Reftab proactively adapted to Jira’s changes, so you can still use Jira for service desk functions and rely on Reftab for comprehensive asset management. 

Plus, with it’s flexible, user-friendly interface, Reftab offers a more comprehensive solution compared to Jira. Whether you’re tracking assets across departments, handling loan management, or integrating with existing software, Reftab adapts to your unique needs. Plus, you can tailor it to fit your asset management workflows. 

Some key benefits include:

  • Equipment tracking and loan management – Reftab helps you track assets with real-time alerts and loan history tracking.
  • Comprehensive asset tracking – With real-time alerts, loan history, and detailed reporting, Reftab helps you manage equipment, prevent loss, and maximize asset utilization.
  • Software License Management – Reftab seamlessly tracks software usage, offering a flexible solution to optimize license utilization and control spending, ensuring you get the most value from your software investments.
  • Custody verification and automation – Track asset ownership and verify that equipment remains in working condition—all without manual intervention. Reftab automates these processes, which can free up your team to focus on higher-value tasks.
  • Asset depreciation tracking – Reftab simplifies asset depreciation with reports that calculate depreciation on a monthly or yearly basis.
  • Integrations – Connect Reftab to systems you are already using, such as Jamf, Intune, and Okta. You can also automate processes such as provisioning and de-provisioning with SCIM.
  • Detailed financial reporting – Track asset depreciation and generate accurate financial reports, giving your finance team the information they need for better decision-making and tax deductions.

*** 

Ready to experience Reftab’s flexibility and ease of use for yourself? Sign up for a free account today and discover how Reftab can streamline your asset management workflow.

maintenance management software/Mobile Maintenance Management/Uncategorized

A Detailed Guide to Facility Management Software

Posted on by Michael Caslowitz

You’re managing multiple properties, juggling maintenance requests, and tracking a variety of assets—all while trying to keep everything running smoothly. Then, the HVAC system in one building goes down, a critical maintenance inspection gets missed in another, and you’re left scrambling to pick up the pieces. Sound familiar?

Without a solid system in place, facility management can turn into a fire drill, where you’re always reacting to issues rather than staying ahead of them.

That’s where facility management software comes in. It centralizes maintenance schedules, asset tracking, and work orders so you can be proactive instead of reactive. Whether you’re overseeing commercial buildings, healthcare facilities, or even a manufacturing plant, this software ensures nothing falls through the cracks.

In this post, we’re diving into what facility management software is and how it can give you more control over the bigger picture so you can save time, reduce costs, and keep your operations running smoothly.

What is Facility Management Software?

Facility management software helps organizations manage their physical assets and operations more efficiently. It centralizes tasks like maintenance scheduling, asset tracking, tool check-in, and asset reporting. 

Many industries, from commercial real estate and healthcare to education and manufacturing, rely on it to keep things running smoothly. And professionals like facility managers, property managers, and maintenance teams use it to streamline daily operations and improve how buildings and equipment are maintained.

Why You Need Facility Maintenance Software?

No matter the industry, facility maintenance software helps organizations be proactive rather than reactive. It’s about creating a smarter, more efficient way to manage the systems and equipment that are critical to your business. With the right software in place, you reduce the risk of unexpected breakdowns, save on repair costs, and improve overall operational efficiency.

For instance, in manufacturing, the stakes can be high. A single piece of machinery going down can halt an entire production line, leading to thousands in lost revenue for every minute it’s offline. With the right facility maintenance software, manufacturers can monitor equipment health in real-time, predict when maintenance is needed, and schedule repairs before a breakdown occurs. This kind of proactive management keeps production moving and eliminates costly downtime.

Key Features of the Best Facility Maintenance Software

When choosing facility maintenance software, you need a solution that can handle work orders, track assets, manage inventory, and provide real-time insights, all while being easy to use and adaptable to your company’s growth.  Here’s what to look for:

Managing work orders

First, work order management is essential. You want a system that makes it easy to create, assign, and track work orders in real time. Automating these workflows allows teams to respond faster to maintenance needs. 

For example, if a machine breaks down on a construction site, the software can automatically generate and assign a work order, so technicians can address the problem without delay. Additionally, having a smartphone app means field technicians can update work orders on the go, ensuring issues are resolved quickly, even in remote locations.

Tracking all of your assets

Asset management is another crucial feature. You need to keep track of all your equipment in one centralized system, including its maintenance history and performance data. This helps extend the lifespan of your assets and ensures they are operating efficiently. 

In fact, good asset management software not only helps you know where everything is but also integrates with barcodes or RFID tags, so you can scan and update asset information in real-time. This level of tracking can prevent costly losses, especially when managing expensive equipment on multiple job sites.

Schedule maintenance and work orders

Instead of scrambling to fix an emergency issue, preventive maintenance schedules ensure your equipment gets the care it needs before something goes wrong.

It also helps extend the life of assets by ensuring regular care and upkeep, which can save you money on repairs and replacements.  

A key benefit of any good facility maintenance software is preventive maintenance scheduling. 

Instead of scrambling to fix an emergency issue, preventive maintenance schedules ensure your equipment gets the care it needs before something goes wrong.

It also helps extend the life of assets by ensuring regular care and upkeep, which can save you money on repairs and replacements.  

For instance, if you’ve got a critical generator on a job site that, if it goes down, delays the entire project. With preventive maintenance scheduling, you’re automatically reminded when it’s time for service, based on the equipment’s actual usage. No more guesswork, and no more unexpected breakdowns.

Collect data and insights

Facility management software with advanced analytics goes beyond just telling you what’s happening. It helps you understand why it is happening. 

At the minimum, you should be able to pull up detailed reports on equipment usage, maintenance costs, and asset performance to make informed decisions. This can also help you identify inefficiencies and areas for improvement. 

Let’s say you’re managing multiple facilities, and your HVAC systems in three buildings are constantly requiring maintenance. With advanced data, you can dig into the reasons behind these frequent breakdowns. Is it the age of the equipment? Is it being overused? Maybe it’s time for a more energy-efficient upgrade.

Access the information you need on the go

Technicians should be able to access everything they need from their phone or tablet, even in areas with limited internet access. With a mobile app, your team can update asset statuses, log maintenance tasks, and complete work orders from the field. 

For instance, if a generator breaks down, your technician can immediately create a work order on their mobile device, notify the team, and get things moving without delay. It’s this kind of instant communication that keeps small issues from turning into costly problems.

Integrate with your existing tools

The software you choose should connect with your other business tools, like accounting software, ERP systems, or project management platforms. So, you can pull data from multiple sources and manage everything from one place.

If it doesn’t integrate with the tools you’re already using, it’s going to create more headaches than it solves. 

Imagine tracking equipment costs in one system, maintenance schedules in another, and asset locations in yet another. It’s a recipe for confusion. With proper integration, all your data flows into one central hub.

Scalability

As your business grows, so do your facility management needs. Maybe you’re adding new locations, more equipment, or expanding your maintenance team. That’s why customization and scalability are key when choosing facility management software. You need a system that grows with you, allowing you to add new assets, locations, or users without skipping a beat.

Let’s say you’re managing facilities across five job sites, and next year, that number is set to double. You don’t want to outgrow your software. Instead, look for a platform that’s flexible enough to handle that growth.

See How Reftab Makes Facility Management Simpler

Facility management software is a necessity for keeping your operations efficient, organized, and under control. Streamlining everything from maintenance schedules to asset tracking helps you prevent costly downtime, stay ahead of issues, and ensure your buildings and equipment are always running at peak performance. Whether you’re managing multiple locations or handling complex maintenance requests, the right software allows you to be proactive, saving both time and money in the long run. Ready to take your facility asset management to the next level? Sign up for a free Reftab account.

maintenance management software

The Definitive Guide to Maintenance Management Software

Posted on by Michael Caslowitz
Maintenance Management Software Feature Image

Looking for maintenance management software when you’re already juggling a million things on a job site? Yeah, I get it. It can feel like just another item on your never-ending to-do list. 

However, the right maintenance management software doesn’t just help you check a box. It can be the glue that keeps your entire operation from falling apart when something goes wrong with your fleet or equipment. Think fewer surprise breakdowns and a lot less “Where is that work order?”

In this guide, we’re diving into the nuts and bolts of Maintenance Management Software (MMS). If you’re tired of piecing together spreadsheets or dealing with unresponsive tools, we’re sharing what to look for, how it can actually make your job easier, and why it’s worth the investment.

What is Maintenance Management Software?

Maintenance Management Software (MMS) keeps track of all your assets, organizes work orders, helps you schedule preventive maintenance, and gives you a real-time view of what’s going on across all of your job sites. 

Whether you’re overseeing heavy machinery on a construction site or maintaining a fleet of trucks, maintenance management software does the heavy lifting, keeping everything running smoothly so you can focus on getting the real work done.

What is Maintenance Management Software Used for?

Here’s how many companies use tool management software to stay ahead and prevent unexpected breakdowns via preventative maintenance.

Managing assets

Managing a fleet of construction vehicles? Instead of playing a guessing game about when they need repairs, this software can give you the data you need. You’ll know which assets are being checked in and out, which ones are coming up on scheduled maintenance, and can address any underperforming machines before they cause bigger problems.

List of assets

Staying on top of preventive maintenance

No more dealing with equipment breaking down in the middle of a project. With software, like Reftab, you can keep track of and even automate preventive maintenance schedules. For example, after 500 hours of operation, a work order is automatically triggered, so minor issues get handled before they become major expenses.

Calendar showing preventative maintenance dates

Managing work orders

Say goodbye to the chaos of manual work orders. Maintenance management software lets you assign tasks, track them, and make sure they get done—whether it’s a quick fix or a major repair. A refrigeration unit goes down? It alerts your techs and tracks the progress, so you’re never left wondering when it’ll be back up.

Example work order.

Streamlining inventory

Similar to asset tracking, with inventory management, you are not left scrambling for parts mid-repair. If you’re running low on supplies, you can track inventory and get alerts when it’s time to reorder, so you don’t have downtime waiting on that one part you didn’t think you’d need.

Get data-driven insights

Tired of equipment failing at the worst possible time or not knowing where your crews and equipment are? Maintenance management software provides real-time insights and reports on your machinery. It helps you spot trends—like that one forklift that breaks down every 1,000 hours—so you can make smarter decisions about repairs or replacements.

Top Benefits of Maintenance Management Software

Now, let’s get real about what you’ll gain with the right maintenance management software. 

  • Boost productivity – Stop wasting time searching for maintenance records or figuring out who’s responsible for what. MMS centralizes everything, making it easy for your team to access work orders, asset data, and updates in one place.
  • Reduce downtime – MMS lets you plan ahead and prevent costly equipment failures, saving you both time and headaches.
  • Improve cost efficiency – You’ll stop overspending on parts you don’t need or scrambling when you’re out of the ones you do. MMS tracks it all, so you can restock just what’s necessary.
  • Increase asset lifespan – When your equipment is properly maintained, it lasts longer and delays costly repairs. 
  • Stay compliant – Staying compliant with industry regulations is non-negotiable. MMS can bring peace of mind, knowing you’re meeting all the requirements and keeping your team safe.

Who Needs Maintenance Management Software?

Maintenance management software isn’t just for large operations.

 Here’s a quick rundown of who benefits from it:

  • Construction and Industrial Facilities – Managing heavy machinery, tools, and equipment across multiple job sites? MMS helps you stay on top of maintenance and avoid costly delays.
  • Warehouses and Distribution Centers – Whether it’s forklifts, conveyor belts, or HVAC systems, MMS ensures you stay ahead of maintenance and avoid interruptions in your workflow.
  • Small Businesses – Even if you’re not a large-scale operation, MMS gives you the tools to run a tight ship without blowing the budget.

Top Challenges of Maintenance Management Software

Not everything is smooth sailing. Here are a couple of challenges to be aware of:

  • Steep learning curve – Your team might need some time to get used to the new system, especially if you’re switching from manual processes.
  • Data migration – Moving all your old records and assets into the new system can be a hassle, but it’s worth the long-term benefits, especially if you’re still using spreadsheets (Ever try to edit a spreadsheet with a dozen or more active contributors?) or analog processes.

See How Reftab Makes Maintenance Management Simpler

Ready to take the guesswork out of maintenance? With the right maintenance management software, you can keep your equipment running smoothly, prevent downtime, and finally get ahead of those work orders.Explore how a tool like Reftab can help you manage assets, track inventory, and make maintenance easier than ever. Sign up and create your free account.

Azure asset management/ITAM/Okta integration/Software License Tracking

Enhanced SaaS Application Management with Okta and Azure

Posted on by Michael Caslowitz
Feature image for SaaS application management

We are excited to announce new enhancements to our Okta and MS Azure/Entra integrations. We’ve been working to add more capabilities for SaaS application management and for our Business plan customers, you may have noticed these two integrations:

  • Okta SaaS Discovery
  • Azure SaaS Discovery

Recently, we’ve issued an update to these that now log utilization metrics.

For example, you can define a time range and monitor the login frequency of your end users.

This allows admins to easily identify critical users, moderate users, and infrequent users of software.

This functionality helps you understand how often end users utilize the software you pay for, allowing you to identify cost-saving opportunities by reducing unnecessary licenses.

The setup process for these new capabilities is straightforward and easy to do. Here are our setup guides:

Register for a webinar:

Reftab is now offering webinars! These are a great way to receive training on the Reftab platform, understand functionality and a chance to ask questions to our team.Register for Reftab’s first upcoming webinar here: https://webinar.reftab.com/

Thank you!

We appreciate your continued partnership with Reftab and are confident these enhancements will add significant value to your operations.

Uncategorized

The Ultimate Guide to Tool Management

Posted on by Jessica Malnik

Have you ever wondered if your current tool management system is holding you back?

Managing thousands of tools and equipment efficiently is crucial for maintaining productivity and ensuring operational efficiency. However, it’s not always easy to determine when to move away from your DIY digital tool management systems and processes. And when to upgrade to a dedicated tool management software solution.

In this guide, we’re exploring why it is important, how to decide when to DIY your tool inventory system versus paying for dedicated tool tracking software, and key features of tool management to consider, such as asset tracking, inventory management, custom reports, and tool maintenance features. 

What is tool management?

Tool management involves tracking your organization’s tools, equipment, and resources in a central database. 

Effective tool management goes beyond inventory tracking. It also involves buying, maintaining, and utilizing tools to ensure equipment is available, functional, and in good condition when needed. Having a reliable system ensures you know what tools are available, their condition, what is in use, and their location.  

Why is tool management important?

Tool management helps you protect your tools and equipment so you receive the maximum return on investment. 

Tool management helps you:

  • Reduce downtime and boost productivity by ensuring employees have the right tools at the right time.
  • Extend the lifespan of your tools through regular maintenance and prompt repairs. 
  • Provide cost savings by reducing unnecessary purchases and losses due to theft or misplacement.
  • Ensure accurate inventory control to maintain optimal inventory levels, preventing shortages or overstocking.
  • Assist with safety and compliance through regular inspection and maintenance.  

When to DIY vs. using tool tracking software

Deciding whether to create your own tool database or invest in a tool management solution can be a difficult choice. Each approach has its advantages and challenges. The right choice for your organization depends on your specific needs and circumstances.

Here are some key factors to consider when making an informed decision. 

  • Scale of Operations –  Small businesses with a limited number of power tools and/or tool types might manage with spreadsheets or manual tracking. Larger organizations with extensive inventories benefit more from automated systems.
  • Complexity – If your operations involve complex tool management, such as multiple locations or specialized equipment, tool tracking software provides better control and insights.
  • Budget – While DIY methods might seem cost-effective initially, they can become costly due to inefficiencies, errors, and the potential for lost tools. Tool tracking software can be a wise investment in the long run.
  • Integration Needs – Specialized tool tracking software may be useful if you need to integrate with other systems like ERP or CRM or coordinate with other businesses.
  • Compliance and Reporting – Businesses needing detailed reporting and compliance with regulatory standards will find tool-tracking software indispensable.

Key features to look for in tool tracking software

Here are some features to consider when evaluating your different options.

Integration with Existing Systems

Your  tool management software should easily integrate with existing systems, be it through a direct integration or through an API. This ensures smooth data flow and avoids duplication of efforts.

Good integration capabilities allow for better data synchronization across different platforms and a single source of truth. This can significantly reduce manual entry errors and improve overall efficiency.

Privacy and Data Security

Maintaining data privacy and security protects your organization’s confidential information and builds trust. Additionally, having secure data management practices can help you comply with legal and regulatory requirements.

Pro Tip: Look for features like user authentication, encryption, SOC2 compliance, and so forth.  

It should also provide easy-to-access reports, audit logs, and documentation to demonstrate compliance. 

Scalability

A scalable solution ensures that as your operations expand, your tool management system remains effective and efficient, avoiding the need for frequent replacements or upgrades.

The software you choose should be able to handle an increasing number of tools, users, and locations without compromising performance. 

Customer Support

Good customer support can help you quickly and effectively resolve issues. Opt for vendors who provide support channels you prefer, such as phone, email, and live chat, and who have a proven track record of responsive and helpful service.

Budget

Consider both the upfront and ongoing costs of the software. You’ll want a solution that fits within your budget but still meets your needs. Look for transparent pricing models and be aware of any additional costs for features, upgrades, or support services. Balancing cost with the features and benefits offered alongside efficiency gains and potential reduction in tool loss will help ensure you get the best value for your investment.

Maintenance Scheduling

Keeping up with regular maintenance improves the longevity of your equipment, reduces breakdowns, improves safety, and ensures you’re in compliance with industry regulations. Software with maintenance scheduling features, allow equipment managers and service technicians to set up regular maintenance practices and schedules. Additionally, the software can provide automated alerts to ensure no equipment is missed.

Many tool management software systems also allow users to add information about the equipment’s health, condition, and performance. This dialogue can help improve communication about the condition of tools to facilitate maintenance. So your organization can take a more preventive approach instead of reacting once problems occur.  

Tool Check-in and Tool Check-out

Another popular feature to look for is the software’s ability to allow for an easy tool check-in and check-out system. This tool rental feature improves the quality of your tool tracking by holding employees accountable as well as monitoring tool availability and locations. 

Automation

Automation within a tool management system can be a big time savings for your team, ensure complex processes are consistently followed, and reduce human errors. For instance, software can automate routine tasks like maintenance scheduling and inventory updates.

Advanced automation may include features like predictive maintenance, where the software anticipates tool service based on usage patterns and historical data. It can also incorporate notifications and alerts to remind users of specific tasks or scheduled maintenance. 

Discover how Reftab makes tool management and tracking simpler 

Figuring out which tool tracking software is right for your company can be quite the task. If you’re an organization with multiple locations and many different people checking in/out tools on a regular basis, then having a dedicated cloud-based tool management software may be your answer. This can lead to more effective and efficient tool operations.

Create your free Reftab account today.

Release Notes/Uncategorized

Reftab’s Summer 2024 Release Notes

Posted on by Reftab

Hello everyone! As Summer’s been in full swing we have another round of Reftab release notes for you today. We’ve added some highly requested features and functionality that we’re excited to show you, so let’s dive in!

CDW Integration

Integrating Reftab with CDW to track orders provides several benefits. When an order is placed with CDW, item data can be sent to Reftab to automatically create assets. This automation is useful for logging PO numbers, purchase dates, vendor information, and more.

Click here to learn more about the CDW integration with Reftab.

Google Workspace Integration

Reftab’s new integration with Google Workspace streamlines asset management by automatically importing Google Chromebooks and mobile devices into the Reftab platform.

Additionally, it allows for automated checkouts, ensuring that device assignments are always up-to-date.  Click here to learn more about the Google Workspace Integration with Reftab.

New Tool Transfer Abilities

You can now request to transfer assets from one borrower to another. This is particularly helpful for those in the tool management space tracking assets between job sites or requesting assets from the warehouse.

Prior to this, items could only be reserved or checked out, this new feature allows transferring items between users while maintaining a defined approval and tracking process.

Click here to learn how to setup Tool Sharing in Reftab

Recurring Reservations

You can now allow users to submit recurring reservations on assets. This is controlled by an access restriction, so not all users will be able to do this by default.

To submit a recurring reservation, use the checkboxes to select an asset(s). Then click, “Bulk Actions” >  “Reserve” > “Recurring Reservation“.

A screen will display to set your frequency as well as a start and end date.

Remote Signature Capture

You can now enable remote signature capture for checking out assets. On checkout, an email will be sent to the loanee to sign via e-signature and accept the asset.

This is helpful for those remote employees who need to sign for items at a later time as opposed to at the time of checking out the device.

To enable, click “Settings” > “LoanOptions” > “ConfigureLoan Signature Requirements” > “Enable Remote Signature Capture“

Click here for how to enable remote signature capture in Reftab

Enhancements for Maintenance

1) You can now mark maintenance work order forms as ‘incomplete’. This will close the maintenance and list it as ‘incomplete’. This status better identifies the state of the particular work order.

2) You can now create tasks that use consumables in maintenance forms and even allow the user to choose which consumable was used. These tasks will adjust the selected consumable quantities accordingly whenever they are completed.

Mobile App Enhancements

This update is part of our ongoing efforts to streamline the app and enhance user experience by reducing the need to switch between screens and allowing users to take more advantage of our ‘cart’ feature.

This update also handles tool transfer requests and supports push notifications for better alerting.

Learn more about our mobile app and recent updates

*You can download the Reftab mobile app for iOS and Android devices.

3-Tier Location Hierarchy

The location hierarchy has been upgraded from 2 tiers to 3 for more detailed asset management.

For example, assets can now be stored in a structure such as: MAIN LOCATION -> BUILDING -> ROOM NUMBER

Other Updates and Enhancements

  1. Enhanced logging for changes made to user accounts. (Available in Settings > Security > Show User Change logs)
  2. Time-blocks can now be set for individual assets.
  3. When adding a new user to a tenant, they now get a ‘Welcome’ email.  
  4. When migrating someone from a loanee to a user they now get an email to ‘activate their account’. 
  5. There is now a new ‘notes’ section when adjusting the quantity of accessories. This is helpful for logging PO numbers or general notes on purchases.
  6. The Windows Agent now maps to serial numbers. If an asset is added into Reftab before the agent is installed, the agent won’t create a duplicate asset it will map to the asset in Reftab with that same serial number.
  7. Depreciation now has a column showing “Total Cumulative Depreciation” which displays at the individual asset depreciation tab and as a new column in reports.