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How To Start With Gear Tracking

This page will be about the gear tracking methodologies and why it is a good idea for your business to invest in gear tracking software. Let's start with the basics first.

What is Gear Tracking?

Gear tracking is the process of keeping track of equipment or inventory and is a crucial part of managing a business. It allows you to manage your assets better, identify where equipment is located, and ensure that you have the right amount of gear available at all times.


When you run a business that has to manage a lot of gear used by several people, knowing who has what is the key to your success. But gear tracking can be a challenge without the right tools. Spreadsheets can only do so much, and in large organizations, it’s common to have a hundred different versions of the same spreadsheet, making it difficult to keep track of your gear.

The Benefits of Gear Tracking

Gear tracking can provide numerous benefits to businesses, including:

Improved accuracy: By tracking equipment inventory and locations, companies can ensure they always have the right amount of equipment and the right type of gear available. This can help reduce errors and improve accuracy in inventory management, resulting in higher productivity.

Reduced costs: Businesses can ensure that they always have the right amount of equipment on hand, meaning they won’t need to order more inventory than they need. This can help reduce costs and improve profitability.

Increased efficiency: By having an up-to-date view of gear levels and locations, businesses can more easily handle inventory management and ensure that equipment requests are fulfilled quickly and accurately. This can result in increased efficiency and productivity.

Improved security: Businesses can monitor their assets and locations more closely and ensure that a piece of equipment isn't stolen or misused, enhancing security and reducing the risk of theft.


In addition to basic gear tracking, businesses can use asset management software to gain even more insight into where their equipment is. This software can provide detailed information about each piece of equipment, such as usage history, maintenance records, and purchase information. This can help businesses manage their equipment better and ensure it's always available when needed.

Gear Tracking Best Practices

Gear tracking is an integral part of any successful business. It's essential to have a well-defined and effective asset management platform in place to maintain accurate records, optimize inventory levels, and improve overall efficiency. Proper inventory tracking can also help prevent various problems, including equipment theft, damage, and obsolescence. Identifying your asset tracking needs is the first step in ensuring you have the right system. The following are some of the best practices for asset tracking to consider when designing your tracking system.

Barcodes are a unique and efficient way to track inventory. When a barcode is scanned, the system recognizes the item and provides the user with accurate information about the product, including quantity, price, and location. Barcodes can also provide additional information about the item, such as lot number, serial number, and other product details. Adding barcodes to an equipment inventory system can help improve accuracy and increase efficiency.

Labeling techniques are also important for accurate gear tracking. Labels can provide detailed information about the items, such as name, description, manufacturer, and size. Asset Tags can help users quickly identify a piece of equipment when searching for it in the inventory system and help reduce errors when storing gear.


Accurate data entry is critical to ensure that the inventory system is current and the information is correct.

Cycle counting is a process where inventory items are counted regularly to ensure accuracy and catch discrepancies.

Regular inventory audits help to ensure that the inventory system is up to date and that items are correctly stored.

By following these best practices, businesses can maximize their equipment tracking efforts and ensure that their team members get the gear they need when they need it. With our equipment booking software, you can easily streamline the scheduling process, optimize the utilization of your gear room, and make sure everyone has access to the equipment they need.

Why Invest in Gear Tracking Software?

Investing in gear tracking software is a great way to ensure accuracy and efficiency for your business. This software can save you time and money by providing real-time visibility into your equipment inventory. Our software and equipment tracking app can also help streamline the process of managing specialized equipment, so you can keep track of your assets and ensure they're always properly maintained.

In addition to the cost savings associated with Cheqroom's gear tracking solution, businesses can also benefit from increased visibility and better control over their inventory. With a comprehensive tracking system, companies can monitor and analyze their inventory at all times, allowing them to understand their inventory better and react quickly to changing demand. This can help businesses make more informed decisions on storing, maintaining, and replacing gear, saving your business money.

What is the gear tracking software from Cheqroom?

The gear tracking app from Cheqroom allows you to manage, book, and track your equipment inventory effortlessly. You can assign equipment to staff, enter notes about the equipment, and even set up automated reminders. This helps you maintain equipment inventory control while streamlining the entire process.

Our asset tracking software is also great for larger organizations, as it allows you to keep one centralized database of your equipment. This way, you can easily see who has what and when it’s due back. You can also set up alerts to let you know when equipment is overdue. This helps to minimize the chance of any equipment being misplaced or not returned on time.

Our comprehensive gear tracking platform makes it simple to book and manage multiple pieces of equipment simultaneously. Perfect for large events, conferences, or any other gathering where you need a lot of resources in one place, our system will help keep everything organized, so your event runs smoothly.

Keep track of assets

Keep track of gear locations

Never lose equipment again. Cheqroom’s barcode tracking system lets you keep records of all your asset’s locations. Always know where your assets are, who is using them and when they are due back.

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Always have a clear overview of what’s going on

Know what equipment you have. No more scribbled notes, hasty emails, or double bookings. Organize all your gear and find the right equipment and its information in no time.

Equipment reservations

Get real about reservations

Say goodbye to endless e-mails and double bookings. Cheqroom syncs reservations with your calendar in real-time for reliable scheduling. Or let your team in on the fun with access to the equipment schedule and self-service reservations. Are things getting crazy? Restrict bookings as you see fit – you’re the boss, after all.

Asset usage reports

Get usage insights

See how equipment is used, when, where, and by whom. Plan ahead by keeping track of the busiest times and pending repairs. Boost accountability and incentivize on-time equipment returns.

Built in scanner

Scan barcodes with your phone

Scan barcodes (or QR codes) on your assets to identify them and check out equipment on the go. No need for expensive hardware: identify assets in seconds using your phone with Cheqroom’s built-in scanner.


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