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Getting Started with Toolbee

This guide will walk you through everything you need to get Toolbee up and running for your team. In about 15-20 minutes, you'll have your account set up, tools added, and your team invited.

Step 1: Download and Install Toolbee​

Toolbee is available on multiple platforms - choose what works best for you:

Web Version​

  • Browser: Visit web.toolbee.com
  • Works on any modern browser (Chrome, Safari, Firefox, Edge)
tip

We recommend starting with the mobile app for the best experience, especially for scanning QR codes. You can always use the web version later for administrative tasks.

Step 2: Create Your Account​

  1. Open the Toolbee app or web version
  2. Enter your email address
    • Use your company email (e.g., john@yourcompany.com)
    • This enables automatic user discovery for your team.
  3. Check your email for the login link or code
  4. Click the link to log in
Passwordless Login

Toolbee uses passwordless authentication for security and convenience. You'll receive a login link or code via email each time you sign in. No passwords to remember!

tip

Once you get the company set up (see next step), your co-workers can login and automatically join the company by email domain or through your own SSO server. You can also add users manually for SMS login or add users with non-domain emails (for example something@gmail.com).

Step 3: Set Up Your Company​

If Your Company Doesn't Exist Yet​

When you log in for the first time, you'll be prompted to create your company:

  1. Enter your company name
  2. Select your country (Norway, Sweden, Denmark)
  3. Enter your VAT ID
  4. Enter a contact person (Name, Phone, Email) - This information is shown to persons outside your company if they scan your (lost) tool. You can get it back!

If Your Company Already Exists​

If a colleague has already set up your company in Toolbee:

  1. You'll automatically be matched to your company based on your email domain. If SSO is setup for your company, you will need to login with your company's SSO server.
  2. If your company has multiple branches, choose your branch. If you belong to a branch that is not listed, you need to ask an administrator to create a new branch for you (and hey, mabye you will become an admin yourself!)
tip

Using the same email domain (e.g., @yourcompany.com) makes team management automatic. New team members are instantly recognized and can request access.

Step 4: Create Your First Warehouse​

Warehouses are storage locations where tools are kept. Examples:

  • Main workshop
  • Service van
  • Project site storage
  • Office

To create a warehouse:

  1. Navigate to Home → Warehouses
  2. Tap the "hamburger menu" ☰ top right and "New Warehouse"
  3. Enter warehouse details:
    • Name: e.g., "Main Workshop", "Service Van #1"
  4. Tap "OK"
  5. You are taken to the warehouse editing page. You can click Back ← for now, or check out the many settings.
Start Simple

Don't overthink your warehouse structure initially. Start with 1-2 main locations and add more as needed. You can always reorganize later.

Step 5: Add Your First Tools​

Now comes the fun part - adding tools to track!

Method 1: Manual Entry (Best for Starting)​

  1. Go to your warehouse
  2. Tap the + button top right
  3. Fill in tool information:
    • Name: e.g., "Battery Drill"
  4. You are taken to the tool edit page. Here are a few popular things to edit:
    • Technical name: A more specific name, typically the make and model, like "Bosch Drill GBH 18V"
    • Tool ID: Often, a company will etch, paint or engrave tools with IDs like "D-22" or some unique, short id.
    • Value (optional - useful for insurance)
    • Category: You can select one or more categories if you set them up under Company Settings (e.g., "Power Tools", "Hand Tools")
    • Pictures/documents tab on top: We suggest an image based on the tool names, or you can take or upload a photo of the tool. You can also upload PDF documents like manuals, certificates, registration, license etc.
  5. Tap the Diskette icon 💾 top right

Method 2: Import from Spreadsheet​

If you have tools in Excel or another system:

  1. Export your existing tool list to CSV format
  2. Map the columns to Toolbee fields as shown in this import template file
  3. Send us the template file to support@toolbee.com and we will import it for you.

Step 6: Print QR Codes​

QR codes make checking tools in and out incredibly fast. Here's how to generate them:

  1. Open any tool in the app
  2. Tap on the Info button 🛈 top right
  3. Tap the Printer icon 🖨
  4. Choose your label size:
    • Small labels for hand tools
    • Large labels for equipment/vehicles
  5. Print on label paper or regular paper
  6. Attach labels to your tools
QR Code Best Practices
  • Place QR codes in visible, accessible locations
  • Use waterproof labels for tools used outdoors. We sell high quality, waterproof vinyl labels in 29x29mm and 62x62mm sizes
  • For even more durability, you can order laser engraved plastic signs, 50x50mm with adhesive.
  • For extreme environments, we also supply laser engraved stainless steel signs, 50x50mm with stainless steel rivets. These are offshore drilling, saltwater spray level durability.

Step 7: Invite Your Team​

Time to get your team on board!

Option 1: Automatic Discovery​

If team members use the same company email domain:

  • They'll automatically join your company when they log in, a user will be automatically created when logging in with their company domain.
  • If using SSO, a user will also be automatically created.

If a member joins with a non-domain email address:

  • They can send a request to you (via email, SMS or other means) asking you to let them in.
  • An administrator (you) approve their request and they are added.

Option 2: Manual addition​

If you need to add a user manually, maybe because he doesn't have a company email:

  1. Go to Settings ⚙ → Users
  2. Click the Add + icon top right
  3. Enter Name
  4. To be able to log in, the user also needs Email address or Cell phone (for SMS login)
  5. Click Add user

The user will receive an email with:

  • Welcome message
  • Login link
  • Quick start tips
tip

You may create users with just Name for now and add email/cellphone later.

User Roles

After creating the user, you can click them in the User list to change their user type

  • Admin: Full access to settings, users, and all tools
  • User: Can check tools in/out and view inventory
  • Guest user: Can view but not modify tool status

Step 8: Take Your First Tool​

Let's test the system! Here's how to flag that you took a tool:

  1. Open the tool:

    • Scan the QR code or
    • Find the tool in the tool list under Warehouses → (select your warehouse) or
    • Search for it under Warehouses. You can search by tool name, tool id and many other fields.

  2. Tap Take

    • The app now shows you as the current holder for everyone in the company.
    • The event is also registered in logs, and people may be notified about it.

To return a tool or give it to a colleague:

  1. Open the tool by scanning the QR code or otherwise find it in the app, as described above
  2. Tap "Give"
  3. Select the warehouse or colleague from the list. The top entry is its "owner", where it is intended to be placed when not lent out.
    • The app now shows who you gove it to as the current holder for everyone in the company.
    • The event is also registered in logs, and people may be notified about it.
tip

The entire checkout process takes less than 5 seconds with QR codes. This is why we recommend printing labels right away!

Step 9: Explore Key Features​

Now that you're set up, explore these essential features:

Search and Filter​

  • Use the search bar to quickly find any tool
  • Filter by category, status (available/checked out), or warehouse
  • Use the "My Tools" view to see everything you currently have or own

Tool History​

  • Tap any tool to see its complete history
  • View who had it, when, and for how long
  • Great for accountability and usage tracking

Notifications​

  • Enable push notifications in Settings
  • Get alerts for:
    • Tools that need maintenance
    • Reservation reminders
    • Tools that have been out for a long time

Favorites​

  • Star frequently used tools to find them faster
  • Access favorites from the main menu

Optional: Customize Your Experience​

Want to make Toolbee feel more like yours?

Add Your Company Logo & Colors​

  1. Go to Settings ⚙ → Branding (requires add-on)
  2. Upload your logo
  3. Choose your company color
  4. The app updates instantly for all users

Enable Additional Features​

Consider adding these features based on your needs:

  • Logo + Theme: Custom company branding with your logo and colors
  • Booking: Reserve tools in advance with a calendar interface
  • Tool Collection: Group related tools into sets or containers
  • Value: Track purchase prices and rental values of your tools
  • Stock: Manage consumables and bulk materials by quantity
  • Placement: Assign tools to physical locations with contact info and return dates
  • Report: Run company-wide inventory counts and email reports
  • Kiosk: Shared checkout station with card/PIN authentication
  • GPS: Real-time location tracking via ABAX integration
  • SSO: Single Sign-On with your company's identity provider

Visit Settings ⚙ → Company to enable any of these features.

Next Steps​

Congratulations! You're now set up and ready to use Toolbee. Here's what to do next:

  1. Add more tools - Continue building your inventory
  2. Train your team - Share this guide with team members
  3. Set up maintenance reminders - Keep tools in good condition
  4. Explore advanced features - Check out our other guides
  5. Review after one week - See how it's working and adjust as needed

Need More Help?​