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Dave Luhman edited this page Sep 30, 2024 · 1 revision

Getting Started with ToolKeeper

Welcome to ToolKeeper, your ultimate solution for managing tools, job assignments, and service tracking. This guide will walk you through setting up ToolKeeper for the first time, adding your initial data, and understanding the key features to get the most out of the app.

Table of Contents

  1. Prerequisites
  2. Installation
  3. Initial Setup
  4. Creating Stockrooms and Assignments
  5. Adding Tools
  6. Managing Users and Permissions
  7. Using ToolKeeper
  8. Reporting and Analytics
  9. Frequently Asked Questions (FAQ)

Prerequisites

Before you begin, make sure you have the following:

  1. Node.js (v14 or later) and npm installed.
  2. MongoDB (v14 or later).
  3. A working internet connection for sending emails and accessing object storage.

If you’re setting up a production instance, ensure you have configured MongoDB Atlas or a similar hosted MongoDB service and Wasabi or another compatible S3 object storage for exports.

Installation

  1. Clone the ToolKeeper repository:

    git clone https://github.com/daveluhman/toolkeeper.git

  2. Navigate to the ToolKeeper directory:

    cd toolkeeper

  3. Install the dependencies:

    npm install

  4. Set up environment variables:

    • Duplicate the .env.sample file and rename it to .env.
    • Fill in the required fields, including your MongoDB connection string and SendGrid credentials.

    Here's an example .env file setup:

    MONGODB_URI=mongodb://localhost:27017/toolkeeper
SENDGRID_API_KEY=your-sendgrid-api-key
SESSION_SECRET=your-secret-key
AWS_ACCESS_KEY_ID=your-wasabi-access-key
AWS_SECRET_ACCESS_KEY=your-wasabi-secret-key
WASABI_BUCKET_NAME=development-exports

  5. Run the application:

    npm start

  6. Access ToolKeeper: Open your web browser and go to http://localhost:3000.

Initial Setup

After launching the application for the first time:

  1. Login with the default admin account:

    • Email: admin@toolkeeper.site
    • Password: asdfasdf

  2. Create your first tenant:

    • Go to Settings > Tenants > Create New Tenant.
    • Enter the tenant name, and assign a contact email (e.g., a supervisor or tool crib manager).

  3. Set up your Superadmin account:

    • If not already configured, create a separate Superadmin account to manage all tenants.

  4. Add your admin user: During tenant creation, ToolKeeper will generate an admin user if none is found. The password will be emailed to the admin's contact email after successful creation.

Creating Stockrooms and Assignments

  1. Create a Stockroom Service Assignment:

    • Go to Service Assignments.
    • Click Create New Assignment.
    • Select Stockroom as the assignment type and give it a unique name (e.g., “Main Warehouse”).

  2. Create Job/Employee Assignments:

    • Navigate to the Service Assignments page.
    • Choose either Job Site or Employee from the dropdown.
    • Fill in the relevant details, such as Job Name or Employee ID.

Adding Tools

  1. Go to the Tools Page: Navigate to Tools > Create New Tool.

  2. Enter Tool Details: Fill in details such as:

    • Tool Name (e.g., "Dewalt Cordless Drill").
    • Category (e.g., "Power Tools").
    • Purchase Date and Cost (optional but useful for tracking).

  3. Assign Tools to Stockrooms or Jobs: After adding the tools, you can move them between stockrooms or assign them to specific job sites using the Service Assignments tab.

Managing Users and Permissions

  1. Navigate to Settings > Users: Here, you can add, edit, or deactivate users.

  2. Role Management: ToolKeeper comes with predefined roles:

    • Superadmin: Complete access across all tenants.
    • Admin: Manage users and assignments for their tenant.
    • Manager: Can add/edit service assignments and view reports.
    • Regular User: Access to view tools, perform check-ins/check-outs, and add comments.

  3. Add Users to a Tenant: To add a new user:

    • Go to Settings > Users > Invite User.
    • Enter their email and assign a role.
    • The user will receive an email with a temporary password to log in.

Using ToolKeeper

Checking Tools In and Out

  1. Go to the Tools Page: Locate the tool you want to check out.

  2. Select Check Out: Choose the Service Assignment to which the tool will be assigned.

  3. Return Tools: Navigate to Check-ins to return a tool to its original stockroom or reassign it to a different job.

Tracking Service Assignments

  1. Service Assignments Overview: Go to Service Assignments > Overview to see a summary of all active assignments and tools allocated.

  2. Print-Friendly Reports: Generate detailed reports for job site cleanups and tool reconciliation.

Reporting and Analytics

  1. View Tool Usage Reports: Navigate to Reports to see which tools are most frequently used and their current status.

  2. Export Reports: Go to Settings > Exports to download CSV or PDF versions of your tool inventory and assignments.

Frequently Asked Questions (FAQ)

  1. How do I reset my password?

    • Go to the login page and click Forgot Password.

  2. Can I customize tool categories?

    • Yes, go to Settings > Categories and add or edit categories as needed.

  3. How do I update my tenant’s contact email?

    • Navigate to Settings > Tenants and edit the tenant information.

  4. Why are some tools missing from the Stockroom?

    • Check if the tool has been assigned to a Job or Employee Service Assignment.

For more help, check out our detailed ToolKeeper Documentation.

Happy Toolkeeping!

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