Employee Toolboxes

Overview

The Employee Toolbox module allows both employees and managers to efficiently track, validate, and manage toolboxes within Fleet360. Toolboxes represent valuable investments for your organization. This module ensures those tools remain accounted for, in good condition, and properly validated for safety and operational readiness.

Purpose

Toolboxes and the tools within them are essential assets. Regular tracking and validation protect your investment and support safety compliance.

Best Practices

• Validate toolboxes at least annually (Fleet360 defaults to 1-year intervals)

• Encourage employees to keep their tool information accurate and up to date

• Managers should routinely review facility toolboxes for completeness and accuracy

Toolbox Master Lists

You can access this feature by navigating to Tools > Employee Toolbox

There is two master list views, Employee and Facility.

Employee Toolbox Master List

Employees can:

• Create and view their own toolbox(es)

• Add or edit individual tool lines

• Track tool condition, quantity, and total value

• Validate their toolbox (if permissions allow)

• Print or export a validation checklist as PDF

Facility Toolbox Master List

Managers can toggle between Employee and Facility views:

• Employee View: Displays only toolboxes assigned to the logged-in user

• Facility View: Displays all toolboxes for employees the manager supervises (based on validator permissions)

Managers can:

• Review and validate multiple toolboxes

• Access the same editing and reporting functions as employees (if permissions allow)

Adding Toolboxes and Tools

Add Toolbox

1. Click on the plus icon

2. Add the following:

   1. Toolbox Number - Identifier of the toolbox

   2. Description - Short summary or label that helps identify what the toolbox is used for

   3. Last Validation Date - This field prefills the date that the box is created. This can be edited

   4. Employee Name - Who is responsible for the toolbox

   5. Validator Name - Who is the responsible party to validate (inspect) the toolbox

3. Click Save

Add Tools to Toolbox

1. Now that a toolbox is created click “Add Tool” and begin creating tools

2. When creating tools add the following:

   1. Description - Short summary or label that helps identify what the tool is

   2. Brand - Enter the brand of the tool

   3. Part Number - Enter the part number of the tool

   4. Qty - Enter the quantity of how many tools

   5. Condition - Enter the condition of the tools (Examples: Excellent, Good, Fair)

   6. Price - Enter the price of the tool

3. Click Save

   1. Based on allowed permissions, if there is a need to delete a tool line click the trash icon to the right of the tool.

Adding Attachments to Toolboxes

1. Click Attachments in the Toolbox file

2. Add attachments by either dragging and dropping the attachment or click on “Brows Files”

Validating Tools

Validating a toolbox can be performed by the person who has been appointed to validate and the employee has the ability to validate their tool box as well. Think of this as doing periodic inspections on the toolboxes to maintain accountability.

1. To Validate the tools in a tool box select the tools that

2. Click Validate

3. Click Proceed

If the Validate button does not appear

The Validate button only appears when both of these are true:

• You have a toolbox validation permission: Employee Toolbox: Validate (Manager) or Employee Toolbox: Validate (Employee).

• Your Fleet360 login is linked to the facility employee that matches the toolbox. For manager validation, your linked employee must be the toolbox's Validator Name. For employee validation, your linked employee must be the toolbox's Employee Name.

Having the permission alone is not enough. If your login is not linked to the matching employee, the Validate button stays hidden.

If the Validate button is missing, check these in order:

1. Confirm you have the Validate (Manager) or Validate (Employee) permission.

2. Confirm your Fleet360 login is linked to a facility employee record, and that this employee is the toolbox's Validator (manager validation) or Employee (employee validation).

3. If the employee record was removed, restore or re-add it, link your Fleet360 login to that employee, then sign out and back in.

Copy Tools

1. Select the tool(s) to copy to another toolbox

2. Click on the Copy Icon

3. Select to the Toolbox(s) to Copy the tools tool from the drop down list

4. Click Confirm after selection

Transfer Tools

1. Select the tool(s) to transfer to another toolbox

   1. Transferring to another toolbox will remove to the tools from toolbox transferring from

2. Click on the Transfer Icon

3. To Transfer tools, select the toolbox, to transfer to, from the drop down list

4. Click Confirm

Deleting Tools

1. Select the tool(s) to delete

2. Click on the Delete Icon

3. Click confirm to delete tools

Print Toolbox

1. Select the Toolbox to print

2. When in the Toolbox file click the Print Icon

3. After clicking the Print Icon a PDF will populate and the following options will appear in the top right corner:

   1. Copy Link

   2. Download

   3. Attach to Email

   4. Print

Delete Toolbox

1. Select the Toolbox to Delete

2. When in the Toolbox file, click the Delete Icon

3. Click Proceed to delete the Toolbox