Skip to main content

Frequently Asked Questions (FAQ)

Find quick answers to the most common questions about Toolbee. Can't find what you're looking for? Contact us at support@toolbee.com.

Getting Started​

How do I create an account?​

Simply download the Toolbee app or visit web.toolbee.com and enter your company email address. You'll receive a login link via email - no password needed! See our Getting Started Guide for detailed instructions.

Do I need to create a password?​

No! Toolbee uses passwordless authentication for security and convenience. Each time you log in, you'll receive a secure login link via email. This means one less password to remember and better security for your account.

How much does Toolbee cost?​

We have four plans to fit different company sizes:

  • Trial: Try out any and all functions for free for 14 days.
  • Mini: 2 warehouses, 25 users, 200 tools
  • Standard: 3 warehouses, 50 users, 500 tools
  • Enterprise: 5+ warehouses, unlimited users and tools

Visit our pricing page for current pricing and to use our pricing calculator.

Can I try Toolbee before committing?​

Absolutely! We offer a free "Try it out" plan with 1 warehouse, 5 users, and 25 tools. No credit card required. This gives you full access to test Toolbee with your team before upgrading.

How long does it take to set up?​

Most companies are up and running in 15-30 minutes. You'll need to:

  1. Create your account (2 minutes)
  2. Set up warehouses (5 minutes)
  3. Add your first tools (10-15 minutes)
  4. Invite your team (5 minutes)

Adding more tools can be done over time - you don't need to add everything on day one!

Account & Login​

I didn't receive the login email. What should I do?​

First, check your spam/junk folder - sometimes login emails end up there. If you still can't find it:

  • Make sure you entered your email address correctly
  • Request a new login link (the previous one may have expired after 15 minutes)
  • Add noreply@toolbee.com to your contacts to prevent future emails from going to spam
  • Contact support@toolbee.com if the issue persists

Can I use Toolbee on multiple devices?​

Yes! You can log in on your phone, tablet, and computer. Your data syncs automatically across all devices. Many users keep the mobile app for quick tool checkouts and use the web version for administrative tasks.

How do I log out?​

You can log out from Settings → Account → Log Out. However, there's usually no need to log out as Toolbee is secure and sessions expire automatically.

Can multiple people use the same email address?​

No, each user needs their own unique email address. This ensures proper tracking of who has which tools and maintains accountability within your team.

How do I change my email address?​

Contact support@toolbee.com to change your email address. We'll help you transfer your account to the new email while preserving all your tool history and settings.

Company & Team Management​

How do I invite team members?​

There are three ways to invite team members:

  1. Email Invitation: Go to Settings → Users → Invite Users and enter their email addresses
  2. Company Code: Share your company join code (found in Settings → Company Info)
  3. Automatic Discovery: Team members with the same email domain will automatically find your company when they log in

See our Getting Started Guide for detailed instructions.

What's the difference between Admin and User roles?​

  • Admin: Full access to all settings, can add/remove users, manage warehouses, and access all tools
  • User: Can check tools in/out, view inventory, and manage their own tools
  • Read-only: Can view tool status and inventory but cannot check tools in or out

Admins have full control while Users focus on day-to-day tool management.

Can I have multiple departments within my company?​

Yes! Departments help organize users and tools by team, location, or function (e.g., "Oslo Office", "Service Team", "Project North"). Each department can have its own warehouses and users. Contact support to set up multiple departments.

How do I remove a user from my company?​

Admins can remove users by going to Settings → Users, selecting the user, and clicking Remove User. The user will no longer have access to your company's tools and data.

What happens if someone leaves our company?​

When someone leaves, an admin should:

  1. Return all tools currently assigned to that person
  2. Remove the user from the system (Settings → Users)
  3. Their historical data (past tool usage) remains for record-keeping

Tools & Inventory​

How many tools can I add?​

It depends on your plan:

  • Try it out: 25 tools
  • Mini: 200 tools
  • Standard: 500 tools
  • Enterprise: Unlimited tools

You can upgrade at any time if you need more capacity.

What information should I track for each tool?​

At minimum, we recommend:

  • Tool name
  • Category
  • Photo

For better tracking, also add:

  • Serial number (for warranty and insurance)
  • Purchase date
  • Value
  • Notes (model number, specifications)

You can always add more details later!

How do I add a lot of tools at once?​

Use the Import Tools feature:

  1. Export your tools to a CSV file from Excel or another system
  2. Go to Settings → Import Tools
  3. Upload your CSV and map the columns
  4. Import all tools in one go

Can I add photos to tools?​

Yes! Photos help users identify tools quickly. You can:

  • Select an image autosuggested based on tool name/model
  • Take a photo directly in the app
  • Upload an existing photo from your device
  • Add multiple photos per tool (primary photo + detail shots)
  • Also add PDF documents (manuals, certificates, licenses etc)

How do I organize tools into categories?​

Toolbee comes with standard categories (Power Tools, Hand Tools, Measuring Equipment, etc.). You can:

  • Select from existing categories when adding tools
  • Request custom categories for your specific needs
  • Filter and search tools by category

Can I track tools that are consumables or measured in quantities?​

Yes! Use the Stock Management add-on to track:

  • Cable/wire by length (meters)
  • Fasteners by quantity (pieces)
  • Materials by weight (kg)
  • Liquids by volume (liters)

The system will notify you when stock runs low.

What if a tool breaks or needs repair?​

Mark the tool as "On Service" or "Faulty":

  1. Open the tool in the app
  2. Select "Report Fault" or "Mark as On Service"
  3. Add notes about the issue
  4. The tool shows as unavailable until fixed

You can set maintenance reminders to prevent issues before they happen.

QR Codes​

Do I need QR codes to use Toolbee?​

No, but they make everything much faster! Without QR codes, you manually search and select tools. With QR codes, you just scan - the entire checkout takes 3-5 seconds.

How do I print QR codes?​

  1. Open any tool in the app
  2. Tap the QR code icon
  3. Select label size (small for hand tools, large for equipment)
  4. Print on label paper or regular paper
  5. Attach to your tools

You can print individual codes or batch print for multiple tools.

What type of labels should I use?​

We recommend:

  • Indoor tools: Standard adhesive labels
  • Outdoor/rough use: Waterproof vinyl labels
  • Budget option: Regular paper with clear tape or lamination

Popular label sizes: 25mm x 25mm for hand tools, 50mm x 50mm for larger equipment.

Can I reprint a QR code if it gets damaged?​

Yes! Every tool keeps the same QR code permanently. You can reprint it anytime from the tool's details page. Keep a backup copy of important tool QR codes in case labels wear out.

What if the QR code won't scan?​

Try these steps:

  1. Ensure good lighting
  2. Clean the QR code if dirty or scratched
  3. Hold your phone steady and at the right distance
  4. Make sure camera permissions are enabled
  5. If the label is too damaged, print a new one

You can also manually search for the tool instead of scanning.

Using Tools​

How do I check out a tool?​

  1. Scan the tool's QR code (or find it manually)
  2. Tap "Take Tool"
  3. Confirm - done!

The tool now shows you as the current holder. Everyone can see you have it.

How do I return a tool?​

  1. Scan the tool's QR code (or find it manually)
  2. Tap "Return Tool"
  3. Confirm

The tool is back in the warehouse and available for others.

Can I transfer a tool directly to a colleague?​

Yes! Instead of returning to the warehouse:

  1. Scan the tool's QR code
  2. Tap "Give Tool"
  3. Select your colleague from the list
  4. Confirm

The tool transfers directly to them, even if you're at different locations.

How do I see what tools I currently have?​

Tap "My Tools" in the main menu to see all tools currently assigned to you. This is your personal tool list.

Can I see who has a specific tool?​

Yes! Search for any tool and you'll see:

  • Current holder (if checked out)
  • Current location (which warehouse or person)
  • When it was checked out
  • Complete history of previous holders

How long can I keep a tool?​

There's no automatic time limit, but some companies set policies (e.g., "return project tools within 48 hours after job completion"). Admins can see which tools have been out for extended periods.

What if I forget to return a tool?​

No problem! You can return tools anytime, even days or weeks later. The system keeps track of how long you've had it. Just scan the QR code and return it when you remember.

Reservations​

How do I reserve a tool?​

With the Reservations add-on enabled:

  1. Find the tool you need
  2. Tap "Reserve"
  3. Select your reservation dates
  4. Confirm

The tool shows as reserved during that period, so others know it's not available.

Can I see who has reserved a tool?​

Yes! The tool's status shows who has reserved it and for which dates. This prevents conflicts and helps with planning.

What happens if someone doesn't return a tool I reserved?​

You'll receive a notification that the tool is still checked out. You can:

  • Contact the person directly (their info is visible)
  • Ask an admin to help resolve the situation
  • Reserve an alternative tool if available

Can I cancel a reservation?​

Yes, you can cancel your own reservations anytime from the tool's details page or your reservations list.

Warehouses & Locations​

What is a warehouse in Toolbee?​

A warehouse is any storage location where tools are kept. Examples:

  • Main workshop
  • Service van
  • Project site container
  • Office storage room
  • Individual technician vehicles

How many warehouses can I have?​

It depends on your plan:

  • Try it out: 1 warehouse
  • Mini: 2 warehouses (+ add more for additional fee)
  • Standard: 3 warehouses (+ add more for additional fee)
  • Enterprise: 5 warehouses (+ add more for additional fee)

Can I move tools between warehouses?​

Yes! When returning a tool, you can select which warehouse to return it to. This is useful when redistributing tools across locations.

Can I rename or delete a warehouse?​

Rename: Yes, admins can rename warehouses anytime in Settings → Warehouses

Delete: Yes, but you must first move all tools to other warehouses. You cannot delete a warehouse that contains tools.

Features & Add-ons​

What's included in the base price?​

The core Toolbee system includes:

  • Unlimited users (on Standard/Enterprise plans)
  • Real-time tool tracking
  • QR code scanning
  • Multiple warehouses
  • Event log/history
  • User management
  • Mobile and web access
  • Maintenance reminders
  • Push notifications

What features cost extra?​

Optional add-ons include:

  • Reservations
  • Stock management
  • Place (tool location at project sites)
  • Collections (tool groups)
  • Value tracking
  • Weekly reports
  • Custom branding (logo & colors)
  • Kiosk mode
  • GPS tracking (ABAX integration)
  • SSO login

How do I add features to my account?​

Go to Settings → Add-ons and enable the features you want. Billing is automatically adjusted based on your active add-ons.

Can I try add-ons before purchasing?​

Contact support@toolbee.com to request a trial period for specific add-ons. We're happy to let you test features before committing.

What is Kiosk Mode?​

Kiosk Mode is a shared checkout station for job sites where multiple people need quick access. Users can:

  • Log in with PIN code
  • Scan RFID cards
  • Check tools in/out via QR codes

Perfect for high-traffic locations without everyone needing the full app.

What is the ABAX integration?​

If you use ABAX GPS trackers on your vehicles or equipment, Toolbee can integrate to show:

  • Real-time location on map
  • Movement history
  • Current status

This combines tool management with physical GPS tracking for high-value equipment.

Technical & Data​

What devices does Toolbee work on?​

  • iOS: iPhone and iPad (iOS 12 or later)
  • Android: Phones and tablets (Android 6.0 or later)
  • Web: Any modern browser (Chrome, Safari, Firefox, Edge)

Does Toolbee work offline?​

The app requires internet connection for real-time syncing. However, you can view tools and basic information offline. Changes sync automatically when you reconnect.

Is my data secure?​

Yes! We take security seriously:

  • All data is encrypted in transit and at rest
  • Passwordless login for enhanced security
  • Regular backups
  • GDPR compliant
  • Servers hosted in secure European data centers

Can I export my data?​

Yes! Admins can export tool lists, usage reports, and history data to CSV format for use in Excel or other systems.

What happens if I cancel my subscription?​

You'll retain access until the end of your billing period. After that:

  • You can export all your data before access ends
  • Your data is retained for 90 days in case you return
  • After 90 days, data is permanently deleted

Does Toolbee integrate with other systems?​

Current integrations:

  • ABAX: GPS tracking
  • SSO: Corporate authentication servers

More integrations are planned. Contact us if you have specific integration needs.

Billing & Pricing​

How does billing work?​

  • Monthly billing: Pay month-to-month, cancel anytime
  • Annual billing: Pay yearly and save (typically 2 months free)

Billing automatically adjusts based on your plan and active add-ons.

Can I upgrade or downgrade my plan?​

Yes, anytime! Changes take effect on your next billing cycle. If upgrading mid-cycle, you're charged a prorated amount for the remainder of the current period.

What happens if I exceed my plan limits?​

If you exceed limits (users, tools, warehouses), we'll contact you to upgrade to an appropriate plan. We provide grace periods and never immediately restrict access.

Do you offer discounts for annual payments?​

Yes! Annual plans typically save you 2 months compared to monthly billing. Check our pricing page for current rates.

What payment methods do you accept?​

We accept:

  • Credit/debit cards (Visa, Mastercard, American Express)
  • Invoice (for annual Enterprise plans)
  • Bank transfer (for annual plans in some regions)

Support & Help​

How do I contact support?​

Do you offer training or onboarding calls?​

Yes! For Enterprise customers, we offer:

  • Onboarding calls to get you started
  • Training sessions for your team
  • Custom setup assistance

Contact support@toolbee.com to schedule.

Where can I learn more about using Toolbee?​

  • Documentation: You're here! Browse all our guides
  • Video tutorials: Coming soon
  • Website: www.toolbee.com
  • Updates: Check our news page for latest features

Can I suggest new features?​

Absolutely! We love hearing from users. Send feature requests to support@toolbee.com. Many of our best features came from customer suggestions!

Is Toolbee available in my language?​

Currently available in:

  • Norwegian (Bokmål)
  • Swedish
  • Danish
  • English

More languages coming soon based on customer demand.

Still Have Questions?​

Can't find the answer you're looking for? We're here to help!

📧 Email us: support@toolbee.com
📅 Book a demo: Schedule a call
🌐 Visit our website: www.toolbee.com

We typically respond within 24 hours on business days and are always happy to help you get the most out of Toolbee!