The part is on the shelf before the breakdown.
For facilities managers and caretaker teams running a school site, a campus, an office estate or a care home, where the spares, PPE and shared tools are spread across plant rooms, stores and vans.
| Item | Location | Qty | Status |
|---|---|---|---|
| Panel filter G4, 592 × 287 IT-001101 | Science block / Plant room B | 1 pcs | Low · min 4 |
| LED tube T8 1500 mm IT-001112 | Maintenance van | 6 pcs | In stock |
| Ladder, Zarges 3-part 3 × 9 IT-001120 | Main building / Caretaker store | 1 | Tomas R. · due today |
| Master key set C IT-001131 | Main building / Caretaker store | 1 | Contractor: Nordvent · due Fri |
| FFP3 masks, box of 10 IT-001145 | Main building / PPE cabinet | 2 boxes | Low · min 5 |
Sound familiar?
A fan coil fails on Monday and the right filter is in the store across campus, or it isn't, because the last two were used in July and nobody wrote it down. The long ladder and the cable detector are "on site somewhere". The PPE cabinet is empty of FFP3 masks, and the harness inspection certificate is in an email from last year.
Stock it, issue it, inspect it.
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Spares per building
Filters, lamps, fuses, tap cartridges and door closers are stocked in each plant room and store, each location with its own minimum. The stock board shows every part across every building.
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Take from the shelf, with a name
The engineer scans the filter in Plant room B and takes 2 for the job. The count drops, and the burn report knows what that building used this quarter.
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Tools and keys go on a name
The long ladder, the cable detector and the master key set are handed to a person with a due date. The Out view shows who has what across the whole site.
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Inspections on a date
Ladder inspections, harness checks and PAT tests are scheduled on each item, appear on Today when due, and keep their certificates on the record.
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Monday's list
The reorder sheet groups everything under minimum by location, and the person who buys gets it by email every Monday.
How it looks in ItemTally.
Folders are the real places facilities and building maintenance teams keep things. Every take, return, count and move becomes a dated line with a name on it, and lines are never edited.
Your workspace
- Main building
- Plant room A
- Caretaker store
- PPE cabinet
- Science block
- Plant room B
- Sports hall
- Maintenance vanVehicleMin 2 of each common lamp
What does the work for a facilities team.
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Consumables and spares
Minimums per plant room and van, a reorder sheet by location, and a burn report for each building's budget.
How it works → -
Maintenance dates
Ladder, harness and PAT inspections on each item, with reminders and certificates on the record.
How it works → -
Equipment checkout
Shared tools and key sets on a named person or contractor, with a due date and a signature.
How it works → -
Tool tracking
Vans as locations with their own minimums, kits for the regular jobs, and van counts from the phone.
See tool tracking →
Not a CMMS or helpdesk. ItemTally has no work orders, job tickets, planned maintenance schedules for the building itself, or contractor management. Keep jobs in your CAFM or helpdesk tool and use ItemTally for the parts, PPE, tools and keys those jobs use.
The questions facilities teams ask.
We already have a CAFM system.
Most CAFM tools handle jobs well and stock poorly. Teams keep the jobs there and run the stores, PPE and tool loans in ItemTally, where taking a part is a scan.
Contractors don't have logins.
They don't need them. Hand the key set to the contractor by name with a due date and a signature. Their receipt carries a link to see and return what they hold.
How do I track maintenance spare parts?
Make each part a quantity item with a unit and a minimum, in the store or plant room where it lives. Engineers scan and take what they use, and the reorder sheet lists what's under minimum by location.
Can I track PPE issued to staff?
Consumable PPE (masks, gloves, earplugs) is given out with the person's name in the logbook. Reusable PPE that's issued and returned, such as harnesses, is a single item on the person's name with an inspection date.
Can we track keys?
Yes. Each key set is an item handed to a person or contractor with a due date and an optional signature. It isn't an electronic key cabinet, but the record of who has which set is complete.
Can different sites have their own stock levels?
Each building, store and van is a folder with its own minimums. Room keys scope a site team to their own folders.
Start with the plant room you visit most.
Free forever for one editor and ten borrowers. No card.
Free for one editor and ten borrowers, with unlimited items. No card needed.