Asset tracking only stays accurate if the people who move the tools are the people who update the records. When that job falls to one person back at the office, they’re forever working from second-hand information — trying to record movements they didn’t see, days after they happened. The records inevitably lag behind reality, and the whole effort starts to feel like more trouble than it’s worth.
The fix is to bring the whole team in. When everyone has their own access, the person holding the tool is the one who records where it’s gone, at the moment it goes — turning asset tracking from one person’s thankless chore into an effortless, shared habit that keeps the system honest.
Everyone on the same page
Getting the team on board is designed to be painless:
- Invite by email. Send an invitation and your colleague sets their own password and signs in — no complicated account creation for you to manage.
- Updates from the field. The person with the tool records the move there and then, from their own phone, so the record matches reality.
- Always current. Because everyone contributes little and often, the inventory reflects what’s actually happening rather than a weekly catch-up.
Scales naturally as you grow
Adding people is something you do as and when you need to, and your plan simply sets how many users are included. As the team or the operation grows, you can add seats by upgrading, so the system keeps pace with the business rather than holding it back. New starters are productive almost immediately, because the scanner and the mobile views need no real training.
The process is short:
- Invite each team member by email.
- They set a password and log in on their own device.
- They start scanning, adding and updating assets as part of normal work.
Best Practice: Bring the team in early rather than perfecting the inventory first. The sooner everyone is recording movements from their own phone, the sooner the records start staying accurate by themselves.
For the full guide, see Inviting Your First Team Member and Managing Your Team Members and Roles.