Set Up Locations and Categories for Multiple Crews

The team can consistently record what a tool is, where it is expected, and who currently has it.

AdvancedAbout 6 minReviewed Oct 3, 2026

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Choose a simple shared naming approach for tools moving between shops, vans, and jobsites.

Before you start

Role needed: Owner or Admin. Ask an Owner if an action is unavailable.

Use Categories to describe tool type

Create a concise set of groups that help people filter the inventory, such as Power Tools, Hand Tools, or Safety Equipment. Keep the names stable across crews.

OrbitEquip Categories page with example groups and an Add Category control — Category names are synthetic examples in an isolated local test workspace.

Use Locations for recorded places

Create the shop, vehicle, storage area, or jobsite names the team needs to distinguish. Assign each asset its current expected location when you add or edit it.

OrbitEquip Locations page with example places and an Add Location control — Location names and address are synthetic examples in an isolated local test workspace.

OrbitEquip Add a New Asset form with name, category, location, serial number, Existing Barcode, primary photo, and notes fields — The form shows the optional fields alongside the required asset name.

Use checkout for person or job custody

When a tool leaves the organization or changes hands, use Scan → Check out and record the person or job shown by the form. Use Check in when it returns.

OrbitEquip scan result with a synthetic asset, available status, assignee choices, optional return due date, and Check out button — This scan result is ready for a check-out. The sample asset is synthetic.

OrbitEquip scan result for a checked-out synthetic asset with the current holder and Check in action — The example shows the current holder and the Check in action before submission. Sample data is synthetic.

Review the records with filters and audits

Use Assets filters for routine lookup, Expected by Location for an unassigned location inventory view, and a Physical Inventory Audit for a fixed count.

OrbitEquip Assets list with search, status, category, location, and overdue filters — Synthetic sample assets illustrate the filters; names and serials are test data.

OrbitEquip Reports page with the Current Custody report selector, search, and location filter — The crop focuses on report selection and filters. Report rows are not included.

Tips

Keep in mind

Still stuck? Contact OrbitEquip support.