Uncategorized/warehouse management

A comprehensive Guide to Warehouse Management

Posted on by Michael Caslowitz
Guide To Warehouse Management Blog Feature Image

Warehouse management is about solving this fundamental problem. That’s how to keep track of a lot of stuff—tools, inventory, equipment—and make sure it’s all in the right place at the right time. Sounds simple, but anyone who’s managed warehouse operations knows it’s anything but.

Without the right systems, warehouses become a black hole. Tools go missing. Inventory counts are wrong. Warehouse managers waste time running in circles. The bigger the operation, the bigger the chaos. And that chaos costs money in the form of higher labor costs, more storage space, frequent delays, and lower customer satisfaction.

The answer is rarely more people or more warehouse space. Instead, it’s a better way to manage what’s already there. That’s where a warehouse management solution—and the systems that support it—come in.

In this post, we’re sharing how warehouse management works and how it can help you tame the chaos.

What is warehouse management?

Warehouse management is about having the right systems in place to make sure everything—from tools to equipment to inventory—is exactly where it needs to be, when it needs to be there. It’s about keeping your inventory management and supply chain management processes tight to ensure operational efficiency and meet customer demands effectively. Whether you’re managing a single site or multiple warehouses, these systems are what keep everything running smoothly.

For teams in Ops and IT, an efficient approach to warehouse management means less chaos and improved customer service. Tools are easy to find, maintenance is up to date, and you’re not wasting time searching for that one missing item that throws off the whole day. Proper warehouse management also supports demand forecasting and timely deliveries. This ensures you’re prepared to respond quickly and keep customers happy.

What is a warehouse management system (WMS)?

Smart warehouse management system with innovative internet of things technology to identify package picking and delivery . Future concept of supply chain and logistic network business .

A Warehouse Management System (WMS) is what turns warehouse chaos into something you can actually manage. It’s warehouse management software designed to keep track of everything from a customizable request portal for equipment check-ins and check-outs to maintenance management—so nothing falls through the cracks. A good WMS streamlines the warehouse management process, making it easier for both warehouse staff and management to keep everything in order.

With the right WMS, you spend less time hunting things down and more time focusing on warehouse efficiency and logistics management. No more messy spreadsheets or trying to remember which shelf that one tool got tossed onto. The right WMS ensures that your warehouse runs smoothly, keeps your team on track, and improves overall operational efficiency.

Inventory management vs warehouse management: What’s the difference?

Inventory management and warehouse management might sound like the same thing, but they’re not. Inventory management is all about the “what.” It’s focused on the raw materials, products, and spare parts themselves and tracks how much stock you have, what’s running low, and when you need to reorder.

On the other hand, warehouse management is the “how.” It’s about how you store, move, and manage everything inside the warehouse. It’s making sure the right stuff is in the right place at the right time.

Or, put another way, inventory management helps you understand what you have (and maintain optimal inventory levels). Warehouse management makes sure you can actually find it, move it, and keep it organized.

Benefits of warehouse management

Simply put, effective warehouse management makes everything easier.

  • Better organization. You know where everything is, and nothing gets lost. No more wasted time searching for that one tool or part.
  • Improved efficiency. When things are organized, the whole operation moves faster. Less downtime and less confusion. Your team gets what they need without the hassle.
  • Real-time visibility. You get a clear picture of what’s in stock, what’s out, and what’s on the move. No guesswork—just the info you need when you need it.
  • Reduced costs. Fewer mistakes, less waste. You’re not overstocking or running out of important items. Better management means smarter decisions, and that saves money.
  • Proactive maintenance. Keeping track of tools and equipment gets a whole lot easier. You’ll know what needs maintenance and when so nothing falls apart when you need it most.
  • Happier team. A well-managed warehouse is less stressful for everyone. It’s easier to find what they need and get the job done.

Top warehouse management processes

Warehouse receiver standing by delivered cargo, holding tablet, looking at cargo details, checking delivered items, goods against order.

Warehouse management is all about having well-defined processes that keep things moving smoothly. In a modern warehouse, every step—when done well—helps cut operational costs, improve inventory accuracy, and enhance the customer experience.

These are the key processes that every warehouse needs to master.

  • Receiving – This is where it all starts. Receiving is about ensuring real-time inventory tracking and that what’s coming in matches what’s expected. Checking quantities, inspecting for damage, and logging items accurately are essential parts of this process. Any hiccup here can ripple through other warehouse processes and lead to inaccurate stock counts or delays that impact customer experience. For example, a smart asset tracking system that immediately scans and logs incoming items can make the entire downstream process more efficient.
  • Putaway – Once items are received, they need to be put in the right place to maximize storage capacity. Items should be easy to find and retrieve, without taking up valuable space that could be used for higher turnover items. Reducing the time it takes to move products from receiving to storage minimizes manual processes and boosts overall warehouse efficiency.
  • Storage – Storage is about optimizing warehouse space and ensuring easy access. High-turnover items need to be within easy reach in your storage locations, while less frequently used inventory can go further back. This makes the picking process faster and more efficient.
  • Picking – Picking is about getting the right items ready to fulfill an order. This step is crucial because the faster and more accurately you can pick, the fewer mistakes you’ll have down the line. Batch picking, for example, can be highly effective for products with high demand, cutting down on repeated trips across the warehouse and reducing operational costs.
  • Packing – Once items are picked, packing is the next step. Modern warehouses might use automated packing solutions to streamline this process. Good packing practices not only help maintain inventory accuracy but also contribute to a positive customer experience by ensuring items arrive safely and correctly.
  • Shipping – Shipping is all about getting the order out the door and into the hands of the customer. Timely deliveries are critical to maintaining a strong customer experience. Mistakes in labeling or incorrect shipment timing can lead to higher shipping costs, costly returns, and unhappy customers. Using logistics management tools can help ensure every order is properly labeled, tracked, and reaches its destination on time.
  • Returns – Returns are part of the game, but a smooth returns process makes all the difference. Handling returns efficiently allows you to get items back into inventory quickly or decide if something needs repair or disposal. Effective return management helps maintain inventory accuracy and ensures product demand is met without unnecessary delays. How well you manage returns impacts your operational costs and the overall customer experience.

Each of these steps plays a crucial role in keeping the warehouse efficient. Nail each one, and you’ve got a warehouse that works like a well-oiled machine.

Why do you need a warehouse management system?

A warehouse management system is what keeps your warehouse running smoothly instead of descending into chaos. Without one, you’re stuck with spreadsheets, sticky notes, and a lot of guesswork. That means more mistakes, wasted time, and frustrated team members in your day to day operations.

With a WMS, you’ll know what’s where, what’s running low, and what needs attention. It keeps everything organized on the warehouse floor, cuts down on errors, and makes your job easier.

But not every WMS is built the same, so picking the right one matters. Here’s what to look for:

  • Scalability. Choose a WMS that can grow with your needs. You might only have one small warehouse right now, but you want something that can handle more complexity as you expand.
  • Ease of use. If it takes weeks to learn, your team won’t use it properly. Look for something intuitive and easy to train on.
  • Integration. A WMS should fit with what you’re already using. Whether that’s accounting software, sales CRMs, or enterprise resource planning software (ERPs), the WMS needs to connect easily without giving you extra headaches.
  • Real-time inventory tracking. The point of a WMS is to always know what’s happening. Real-time updates mean fewer surprises and less scrambling when things go off track.
  • Mobile compatibility. Warehouses aren’t just desks and computers. Find a WMS that works with mobile devices, so your team can check or update info wherever they are, without running back to a terminal.
  • Support and training. Even the best systems need help now and then. Make sure the WMS provider has a strong support team and training resources, so you’re covered if something goes wrong.

When you’re choosing a WMS, focus on what will make your warehouse more efficient and take the pain out of everyday operations.

Best practices for improving your warehouse management

Here are some additional ways to improve your warehouse.

  • Organize your layout. Make sure everything has a logical place. High-use items should be easy to access, and there should be clear paths for moving around. A good layout is key to keeping things efficient.
  • Label everything. Labels make all the difference. Whether it’s shelves, bins, or tools, clear labeling helps your team find what they need without wasting time.
  • Use a WMS. From real-time inventory updates to tracking tools and equipment, the right software can transform how your warehouses and job sites operate.
  • Prioritize safety. Safety should always come first. Make sure aisles are clear, shelves are stable, and everyone knows the protocols. A safe warehouse is an efficient warehouse.
  • Train your team. Warehouse management is only as good as the people running it. Regular training keeps everyone on the same page, and it helps them work smarter, not harder.
  • Adopt regular maintenance routines. Don’t let small issues turn into big problems. Regular maintenance keeps your equipment working and helps avoid unexpected downtime.
  • Keep an eye on performance. Use metrics to track how well your warehouse is running. From order accuracy to picking speed, measuring performance helps you spot problems and find opportunities to improve.

Wrap-up

Warehouse management is all about tackling the core challenge: keeping everything—inventory, tools, equipment—where it should be, when it’s needed. Without the right processes, it’s easy for things to spiral out of control. Items get lost, time gets wasted, and costs pile up.

But it doesn’t have to be that way. A solid Warehouse Management System (WMS) can turn your warehouse from a source of constant headaches into a well-oiled machine. It streamlines the chaos, provides real-time visibility, and helps your team work smarter, not harder.

If you are looking for an asset tracking solution that will save you time and money, Reftab offers easy-to-use solutions for inventory management, asset tracking, and even self-serve check-in and check-out tools for your team. With Reftab, you’ll always know where your equipment is, who’s using it, and when maintenance is due—all in real time. No more lost items, no more wasted time, and no more guesswork. Get started with a free account.

Release Notes/Software Asset Management/Uncategorized

Reftab Release Notes (late Fall 2024)

Posted on by Michael Caslowitz
Release notes image

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.