Custody Tracking That Proves Everything
Know who has every scanner, tablet, and tool—right now. Digital signatures, timestamped photos, complete audit trails. When equipment goes missing or comes back damaged, you have proof.
The Problem
"Who Had the Tablet Last?"
Equipment Goes Missing
£2,500 tablet vanished. Five drivers used it this week. Nobody knows who had it last. You pay for it.
Damage Disputes Drag On
Scanner comes back cracked. "Wasn't me." No proof who damaged it. Insurance claim rejected. £800 loss.
Zero Accountability
Paper sign-out sheets get "lost." Excel files never updated. When questions arise, you have nothing.
The Solution
Unbreakable Chain of Custody
Digital Check-Out/Check-In
Staff scan equipment QR code, sign digitally, take condition photo. Custody transfers recorded with timestamp, GPS location, and proof of handover. Takes 10 seconds.
- ✓ Digital signature capture
- ✓ Photo verification (before/after)
- ✓ GPS location tracking
- ✓ Automatic timestamp and user ID
Digital Signatures
Photo Evidence
Photo Proof of Condition
Photos required at check-out and check-in. Timestamped, GPS-tagged, tied to custody record. When equipment returns damaged, you know exactly when and who.
- ✓ Before/after condition photos
- ✓ Metadata preserved (time, location, user)
- ✓ Side-by-side comparison reports
- ✓ Evidence for insurance/disputes
Complete Custody History
Every asset has an uneditable custody log. See every handover, timestamp, user, location, and condition photo. Export reports for audits, insurance, or HR disputes.
- ✓ Immutable audit trail
- ✓ Export to PDF for legal/insurance
- ✓ Search by date, user, or asset
- ✓ Real-time custody dashboard
Complete History
Every Feature You Need for Custody Tracking
Live Custody Dashboard
Real-time view of who has what equipment right now. Filter by user, asset type, or location.
Overdue Alerts
Automatic notifications when equipment isn't returned on time. Escalating reminders to user and manager.
Bulk Check-Out/In
Issue multiple items to one user at once. Scan 10 scanners in 30 seconds—one signature, one session.
Anonymous Returns
Optional drop-box returns for shift changes. Scan equipment back in without user present (with management override).
Damage Reporting
Flag damaged equipment during check-in. Auto-tag condition, notify maintenance, block future checkouts until repaired.
User Scorecards
Track each employee's custody record. Late returns, damaged equipment, lost items—data for performance reviews.
Results from Custody Tracking
Who Needs Custody Tracking?
Logistics Depots with Contractors
High turnover, shared equipment, mixed ownership. Need proof of who had what when things go missing. Custody tracking eliminates disputes.
Key benefit: Charge contractors for lost/damaged equipment with irrefutable proof
24/7 Warehouses with Shift Handovers
Forklift worked fine on day shift. Night shift reports damage. Who's responsible? Custody tracking shows exactly when damage occurred.
Key benefit: Eliminate "shift blame"—know exactly who had equipment during damage
IT Departments with Loaner Equipment
Issue laptops to remote workers. Digital custody trail proves equipment condition at handover. Insurance and HR disputes resolved instantly.
Key benefit: Legal protection when employees claim pre-existing damage
Field Service Companies
Tools leave depot, visit multiple job sites, return weeks later. GPS and photo trail shows everywhere equipment went and condition throughout.
Key benefit: Client disputes resolved—proof equipment left site in good condition
Legal Protection That Holds Up
Custody tracking isn't just about knowing where things are—it's legal protection when disputes arise:
- ✓ Insurance Claims: Photo proof of condition satisfies claims adjusters. Get reimbursed faster.
- ✓ HR Disputes: Employee claims equipment was "already broken"? Show timestamped photos proving otherwise.
- ✓ Contractor Chargebacks: Digital signature on handover = no arguments about condition or responsibility.
- ✓ Audit Trails: Compliance audits, financial reviews, theft investigations—complete documentation always ready.
Know Who Has What—Always
Stop equipment losses, eliminate damage disputes, and protect yourself legally. Complete custody tracking that actually gets used.