Messy Tackle store

How To Manage Your Lifting Accessories, Digitally.

Heavy machinery can have many accessories, especially in lifting. Here are some ideas to manage them in a digital way.

Over the years, we still hear companies doing this manually, most by paper, and hence the reason for this article. Perhaps you’re more advanced and if so feel free to reach out to us to share other ways people can benefit.

In general, manual tracking, while straightforward, can be time-consuming and prone to errors. Digital tracking automates and simplifies the process, providing accuracy and efficiency but requires an initial investment.

We start with the basics (good to know if you’re just starting out), then have included a more automated digital method to manage your assets further down this article with AssetCapja.

Manually Managing Accessories / Assets

To set up a manual management system for lifting equipment using Excel or Google Sheets, follow these steps for a clear and straightforward guide:

  1. Setting Up Your Spreadsheet:
    • Open Excel or Google Sheets and create a new spreadsheet.
    • Label columns with headings such as “Equipment ID”, “Type of Equipment”, “Last Inspection Date”, “Next Inspection Date”, “Status”, and “Notes”.
  2. Entering Equipment Data:
    • For each piece of equipment, enter the relevant data under each column. Use the “Equipment ID” for easy identification.
  3. Tracking Inspections and Maintenance:
    • Update the “Last Inspection Date” and “Next Inspection Date” fields after each inspection. Change the “Status” to reflect the equipment’s current condition (e.g., “In Service”, “Out of Service”, “Under Repair”).
  4. Scheduling Alerts:
    • While Excel and Google Sheets do not support real-time alerts natively, you can use conditional formatting to highlight equipment that needs inspection soon or is overdue for inspection.
  5. Regular Updates:
    • Assign a responsible person to regularly update the spreadsheet with new data from inspections, purchases, and disposals of equipment.

Benefits: This method is cost-effective, straightforward to set up, and provides basic capabilities for tracking and managing equipment. It’s particularly suitable for smaller operations or companies just starting to formalise their equipment management processes.

Limitations: The manual entry of data can be time-consuming and is susceptible to human error. Without real-time updates or automatic reminders, there’s a risk of missing important inspection dates, potentially compromising safety and compliance.

By following these steps, you can create a simple yet functional manual management system for your lifting equipment, ensuring better organisation and tracking within the bounds of the method’s limitations.

Physical Tags

Implementing physical tags for lifting equipment involves a simple process:

CerTags ultrawrap tag
Ultrawrap from CerTags
  1. Selection of Tags: Choose durable, weather-resistant tags suitable for the working environment. These can be metal for heavy-duty applications or plastic for lighter uses.
  2. Information to Include: Each tag should display the equipment’s ID, type, last inspection date, next inspection date, and current status (e.g., “In Good Working Order”, “Out of Service”). You may also include a QR code linking to detailed records, you could use CapjaDocs for this.

This is a nice article on tags from KoneCranes – Six misconceptions about sling identification tags | Konecranes

  1. Attaching Tags: Securely attach the tags to each piece of equipment in a visible and accessible location.
  2. Training Staff: Educate your team on how to read and interpret the tags, ensuring they understand the importance of compliance and safety procedures.
  3. Regular Updates: Establish a routine for checking and updating tags as needed, especially after inspections or maintenance.

Benefits: This approach provides instant visual confirmation of equipment status, enhancing safety and operational efficiency on site.

Limitations: Tags can become outdated or damaged, requiring regular manual checks and updates to ensure accuracy and compliance.

By adhering to these steps, a company can effectively manage its lifting equipment, maintaining high safety standards and regulatory compliance through the strategic use of physical tags.

Manual Certificate Creation

For creating certificates manually you have a couple of options:

  1. Use Templates: Leverage existing certificate templates in MS Excel, Word or Google Sheets. Customise them with your data. There are a couple of templates you can find online, just make sure it lines up to display the correct information for users.
  2. Add-Ons and Scripts: Explore add-ons for Google Sheets or scripts for Excel that can automate certificate creation and distribution. This is a little painful to setup, however you can create a template which will put a little consistency in your certs.

Each option allows for certificate generation directly from your spreadsheets. Although manageable, this can take up a lot of time creating, storing and distributing the end creation. It is also prone to human error, such as wrong identification number or date.

Mobile App & Automated Asset Register

Implementing AssetCapja for equipment management involves a straightforward setup:

AssetCapja Mobile App
  1. Create Categories: In the online portal, categorise equipment (e.g., slings, shackles) with specified Safe Working Load (SWL) and Effective Working Length (EWL).
  2. Tagging: Attach a QR or NFC tag to each accessory, then scan it with the mobile app to add to the system.

What is RFID & NFC?

  1. Inspections and Certification: Conduct inspections using the mobile app, then sign off in the portal. This generates a PDF certificate, marking the asset as compliant or “In Good Working Order” with automatic expiration set for 6 or 12 months.
  2. Organisation and Tracking: Accessories can be grouped by fleet for easier management, allowing for grouped certifications and efficient oversight of upcoming expiries.
AssetCapja Portal

AssetCapja is a digital asset management system, and streamlines equipment management, ensuring safety compliance and operational efficiency with its digital, user-friendly approach. Within the lifting realm, this would be your digital tackle register.

If you are looking to track assets (last known location), AssetCapja can do this as well. We are constantly evolving this product from our customers.

The Future for Asset Management

How far can you go to manage your accessories?

Well, here are some examples to give you a taster, if you want to explore the future just reach out to us [email protected]

Magic Gate concept

The future of asset management is full with possibilities. Imagine RFID gates seamlessly tracking items as they move in and out of the yard (magic gates!), eliminating manual checks and enhancing security. Auto stock ordering systems could predict when supplies run low, automatically replenishing your inventory before you even notice a shortage. From drones conducting aerial equipment inspections to AI-powered analytics predicting maintenance needs, the horizon is wide open.

These advancements promise not just to streamline operations but to transform how we think about asset management altogether.

Ready to streamline your asset management and elevate your operational efficiency?

Switch to our digital solution today and say goodbye to manual errors and time-consuming processes. Discover how easy and effective asset management can be.

Join us now and lead the way in innovative asset management.

Pick a date for a call and let’s get started!


What is manual asset tracking?

Manual tracking involves using physical records or basic digital tools like Excel to keep track of assets, requiring regular manual updates.

Can I switch from manual to digital tracking easily?

Yes, transitioning to digital tracking can be straightforward with the right planning and support. Many digital systems are designed for easy setup and user-friendly operation.

What are the main benefits of using a digital asset management system like AssetCapja?

Digital systems automate and streamline asset management, improve accuracy, enhance efficiency, and offer features like automatic certificate generation and expiration tracking.

Is digital asset tracking cost-effective?

While there is an initial investment, digital tracking can save money in the long run by reducing manual labour, minimising errors, and preventing loss or damage to assets.

Can digital asset tracking systems handle large inventories?

Yes, digital systems are scalable and can efficiently manage large volumes of assets across multiple locations.

How secure is digital asset tracking?

Digital asset management systems typically offer high levels of security, including data encryption and user access controls, to protect your information.

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