The service date reminds you. The record proves it.
Put a recurring check on any item (PAT test yearly, harness inspection every six months, calibration every 365 days). ItemTally reminds you before it's due, and logging the service records the date, cost and note on the item and moves the next due date on.
The jobKeep inspections, calibrations and services on time, and prove they happened.
| Item | Location | Qty | Status |
|---|---|---|---|
| Fall-arrest harness, size L IT-000190 | Rigging store / Rail 1 | 1 | Inspection overdue · 3 days |
| Makita DHP484 drill IT-000214 | Workshop / Drawer 2 | 1 | PAT due Mar |
| Torque wrench 40–200 Nm IT-000205 | Workshop / Calibrated tools | 1 | Out for calibration |
How it works
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Schedule a check
On the item, tap Schedule a check. Name it (PAT test, service, calibration), pick how often it repeats (monthly, every 3 or 6 months, yearly or every N days) and when it's next due.
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See what's coming
Checks due soon and overdue show on Today and the Schedule, beside reservations and due-backs. Overdue is amber.
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Log the service
Tap Log service, enter the date, an optional cost and a note ("Passed. New fuse fitted."). The next due date moves on by the interval.
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Attach the certificate
Photograph the calibration certificate or upload the PDF. It sits on the item it proves, private to your workspace.
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Flag faults on return
When someone returns a thing with a problem, the line keeps the mark and a card stays on Today until someone deals with it.
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Hand the history over
The item's history shows every service, hand-over and fault in date order. The inventory report and the full CSV export carry it to auditors and insurers.
The details
- Any check, your words
- Checks are named by you, so "LOLER inspection", "battery cycle" and "lamp hours" all fit. There's no fixed list of maintenance types.
- One-off or recurring
- A one-off check for a warranty that ends in March, a recurring one for the yearly PAT test.
- Date fields for the rest
- Warranty end, insurance renewal, licence expiry. Add a date field and get an alert before the date passes.
- Who had it before it broke
- The custody sheet prints one item's whole hand-over story with signatures and problem notes. Useful the day something comes back damaged.
- Value and depreciation
- Record purchase price and date and a useful life, and the item shows a straight-line estimated current value next to its replacement value.
- Works for the whole fleet
- Duplicate an item with "another like this" to register ten identical harnesses with the same checks, each with its own label.
How maintenance dates get tracked today
Usually a spreadsheet with a column per check and conditional formatting, a sticker on the item (“PAT tested, next due 03/27”), a paper logbook in the workshop, and a folder of certificates. The sticker is on the item, the sheet is on someone’s laptop, and the certificate is in a drawer.
Where it breaks
- Nobody opens the sheet until the auditor asks. Conditional formatting can’t send a reminder.
- The item has moved. The sheet says the harness is in the rigging store; it’s on a van two cities away.
- The proof is somewhere else. “Was it calibrated?” turns into a hunt for a PDF.
- New items never get added. The sheet lists the kit you had when it was made.
ItemTally keeps the check, the history, the certificate and the current holder on the same record, and puts what’s due on the page you open every morning.
The honest scope
ItemTally tracks dates, history and proof. It doesn’t plan technician time, create work orders, order spare parts or track machine downtime. For a maintenance department running a plant, use a CMMS. For a team that lends and stocks equipment and needs inspections to happen on time, this is usually enough.
Who uses it
Facilities teams for ladder and harness inspections, labs for pipette calibration, tool libraries for PAT tests and blade changes, and scout groups for tent checks before the season.
Questions people ask
Can ItemTally remind me when equipment is due for service?
Yes. Schedule a check on an item with an interval and a next due date. It appears on Today and the Schedule as it gets close, and turns amber when overdue.
Can I track PAT testing?
Yes. Add a yearly "PAT test" check to each portable appliance, log each test with the date and result in the note, and keep the certificate as a document on the item.
Can I track calibration due dates?
Yes, the same way. Name the check "calibration", set the interval, log each calibration and attach the certificate. Send the tool out as a hand-over to the lab so the register shows where it is.
Is this a CMMS?
No. There are no work orders, technician scheduling, parts reservations or downtime tracking. If maintenance is your main job, a CMMS such as UpKeep or MaintainX fits better. ItemTally suits teams whose main job is lending and stocking, with service dates alongside.
Can I record maintenance costs?
Each logged service can carry a cost and a note. They stay in the item's history.
What about warranty dates?
Use a one-off check, or a custom date field called "warranty until". Either raises a reminder before the date passes.
Schedule the first check today.
Free forever for one editor and ten borrowers. No card.
Free for one editor and ten borrowers, with unlimited items. No card needed.