Why special tools are different
Every tool trolley has a ring spanner. A camshaft locking tool or a puller for one particular model series, on the other hand, often exists only once in the building. It is rarely needed, expensive – and missing exactly when the job is urgent. Searching for it costs more than time: the vehicle blocks the lift, and the customer is waiting.
1. Every tool gets a number
An inventory number of its own, such as WZ-0123, is the basis for everything else. It appears on the label, in the list and on the issue record. Add the numbers the tool is known by: the vehicle manufacturer's OEM number (for example T10172) and the supplier's part number. Searching for any of these numbers must find the tool – however it is typed.
2. Every tool has a fixed place
"In the cupboard at the back" is not enough. A clear structure works best: workshop › cabinet › drawer › compartment. The location is stored with the tool, and the compartment shows what belongs in it. A printed contents list on the cabinet door shows at a glance what is missing.
3. Labels with a code
A QR code or barcode on the tool or its case turns issuing and returning into a matter of seconds: scan, choose the employee, done. For small parts, labels on the case or a tag work well.
4. Record every issue – without paperwork
The key question when searching is: who had it last? If every issue is recorded with name and time, the answer is there immediately. A paper logbook only works as long as everyone keeps it up. Booking on a phone is quicker than with a pen.
5. Returns with a due date
A tool that stays "just for a moment" at a workstation has disappeared for everyone else. A return deadline – at the end of the shift or the job – plus a reminder when it is exceeded keeps the stock available. Anyone who needs a tool that is on loan should be able to reserve it and be notified as soon as it is back.
6. Check for completeness
A set is only as good as its complete contents. A contents list per set, a quick check on return and a damage report with a photo prevent the missing adapter from being noticed only on the next job.
7. Annual stocktake – with a scanner
A stocktake by scanning takes a fraction of the time of counting with a list. It shows what is missing, what is in the wrong place and what is never used – a good basis for avoiding duplicate purchases.
Several sites, one overview
In dealer groups, the tool you need is often at the branch next door. A shared search across all sites saves duplicate purchases and phone calls into the blue.
What searching costs today
Just a few minutes of searching per mechanic and day add up to many working hours a year. The cost calculator shows what that means for your business.
Frequently asked questions
How can special tools be found faster?
With a unique number per tool, a fixed location and an issuing process that records every withdrawal with name and time. The search then shows immediately where the tool is or who has it.
Does every hand tool have to be recorded individually?
No. The biggest benefit lies with special tools and test equipment. Ordinary hand tools in the tool trolleys usually do not need to be booked individually.
How often should a stocktake be done?
Once a year is enough for most workshops. With a scanner it takes a fraction of the time of counting with a list and shows missing, misplaced and unused tools.
How Tulz handles it
Tulz brings all seven rules together: tools with any number of part numbers, storage locations with contents lists, labels with QR code or barcode, issuing and returning by phone scan, return deadlines with reminders, "notify me when available", damage reports with photo and stocktaking by scanner – across several sites too.
Guides in the help centre: Special tool with several numbers · Storage locations · Print labels · Get notified when a tool becomes available · Stocktaking