Field Portal
Start Tracking NowA field portal is the self-service side of a tool tracking system, built for crews who work away from the tool crib. From a phone or tablet, field workers can see every tool in their custody, request tools from the crib or warehouse, and transfer tools to and from coworkers, all without a phone call to the tool room.
The goal is simple: get the right tool to the right jobsite without losing track of who has it. When requests and handoffs happen over text messages and hallway conversations, tools go missing and the crib spends its day answering calls. A field portal turns each of those conversations into a record.
What a Field Portal Does
| Capability | What the field worker can do |
|---|---|
| My Tools | See every tool in their custody, with overdue equipment highlighted |
| Field request | Request tools from the tool crib and get notified when they are ready |
| Equipment reservation | Reserve equipment for specific dates so crews don't double-book it |
| Get tools from a coworker | Request a tool that is assigned to someone else |
| Give tools to a coworker | Transfer a tool directly to a teammate on the jobsite |
| Check in | Return tools from the field |
| Status tracking | Follow every request and transfer without calling the crib |
Field Portal Workflows
1. Request Tools from the Tool Crib
The worker adds tools to a cart, much like online shopping, and submits a request with the date they need them. Crib staff pick the tools and mark the request Ready, which notifies the worker. When the tools are picked up or delivered, the request is Completed.
- Add tools to cartField worker
- RequestDate needed
- Pending
- ReadyWorker notified
- CompletedPicked up / delivered
If the crib can't fill it, the request is marked Out of Stock instead of sitting unanswered, and the worker can cancel a request they no longer need. For equipment such as lifts and generators, the worker reserves it with start and end dates instead. See My Requests help.
2. Get Tools from a Coworker
Often the tool you need is already on a jobsite, assigned to someone else. Instead of waiting for it to go back to the crib, the worker requests it directly from the current holder. The holder decides whether to hand it over, and the requester accepts it once it's ready.
- Request from holderRequester
- Pending
- ReadyHolder hands over
- AcceptRequester
- CompletedCustody changes
The holder can decline or only partly fill the request, and the requester can cancel until it's ready.
3. Give Tools to a Coworker
When crews swap tools at the end of a shift or hand off between phases of a job, the current holder starts the transfer. The recipient is notified and accepts it, and only then does custody change.
- Give toolsCurrent holder
- Recipient notified
- AcceptRecipient
- CompletedCustody changes
Tool room staff with the right permissions can also move tools between two workers on their behalf, for example when someone leaves the company. See My Transfers help.
Why Every Handoff Is a Transfer, Not an Edit
The simplest way to "move" a tool is to overwrite who it's assigned to. That loses the history. A proper field transfer records the handoff as three steps, so there is an unbroken chain of custody:
- Check inFrom current holder
- Transfer recordWho, what, when
- Check outTo new holder
When a tool turns up damaged or missing, you can see exactly who had it and when it changed hands.
What to Record on Field Requests and Transfers
Whether you run requests over email, a spreadsheet, or software, capturing these fields every time makes them easy to fulfill and audit:
| Field | Request | Transfer |
|---|---|---|
| Tools and quantity | ✓ | ✓ |
| Requested by | ✓ | ✓ |
| Date needed | ✓ | |
| Job / delivery location | ✓ | |
| From custodian | ✓ | |
| To custodian | ✓ | |
| Status and date of each change | ✓ | ✓ |
| Notes | ✓ | ✓ |
Still tracking tools in a spreadsheet? Start with our free tool inventory template. Its Assigned To and Current Location columns are the basis of tracking who has what in the field.
Field Portal in ToolWorks
The ToolWorks Field Portal gives crews all of the workflows above in the mobile app and on the web:
- Notifications when a request is ready or a coworker wants to transfer a tool.
- Barcode and QR code scanning to add tools to a request or transfer in seconds.
- Offline-first: search, scan, and complete transfers without signal, then sync when back online.
- Plain-English requests with the ToolWorks AI Assistant, for example "reserve the forklift for 2 days starting tomorrow."
Give your crews the tools they need, without the phone calls. Start your free trial today or grab the free tool inventory template to get started.
Frequently Asked Questions
What is a field portal in tool tracking?
A field portal is the self-service side of a tool tracking system, used by crews away from the tool crib. From a phone or tablet, workers see the tools in their custody, request tools from the crib, and transfer tools to or from coworkers.
What is the difference between a field request and a field transfer?
A field request asks the tool crib or warehouse for tools, and crib staff fulfill it. A field transfer moves a tool directly from one worker to another on the jobsite, without sending it back to the crib first.
How do you keep accountability when tools change hands on the jobsite?
Record every handoff as a transfer that the other person accepts. Behind the scenes the tool is checked in from the current holder and checked out to the new one, so the history shows who was responsible at every point in time.
Can field crews use a field portal without internet access?
With an offline-first app, yes. ToolWorks lets crews look up tools, scan barcodes, and complete transfers offline, then syncs with the server once a connection is available.
Who should have access to the field portal?
Anyone who holds tools: foremen, technicians, and crew members. Rights control what each person can do, such as whether they can self checkout or only request tools for crib staff to fulfill.