From Sign-Out Sheets to Smart Scans: The Evolution of Tool Checkout Systems

Libraries. Grocery stores. Construction companies. The checkout process in each of these industries has changed significantly over the last 50 years. 

While you might have a few foremen who remember using a pen attached by a string to a clipboard to write down which tool they took on a form when they were crew members, manual checkouts and handwritten transactions are nothing more than that: a memory. Even spreadsheets—once considered a step forward in the evolution of construction tool checkout systems—are now being phased out by more advanced technology.

In fact, according to insights from The State of Construction Operations in 2025, contractors are actively seeking smarter, more efficient ways to manage tools, labor, and materials. After speaking with industry pros firsthand at the World of Concrete tradeshow, one thing is clear: outdated processes are out, and streamlined, tech-driven systems are the new standard on modern job sites.

Barcode Scanning

This is a reliable method for scanning individual pieces of equipment and logging the date, time, and crew member who checked out the tool. Barcodes compatible with tool checkout software are made from durable materials with permanent adhesives to withstand the daily use and abuse of a construction site. They are scanned with mobile devices and sent to a cloud database accessible from anywhere using tool checkout software or a mobile app. Barcodes can also be placed on hard hats and used for workforce tracking.

Radio Frequency Identification

Unlike barcode scanning, RFID does not require a direct line of sight. RFID badges, for example, can be scanned through a wallet or pocket using a low frequency, ensuring unauthorized personnel cannot enter restricted zones on certain job sites. Multiple items can be scanned using a high frequency from up to about 3 feet away, which is especially helpful for inventory control and automated job costing/billing. 

Bluetooth Low Energy Tags and Gateways

If you’ve ever used an Apple AirTag to keep track of your personal belongings, you are already familiar with how Bluetooth Low Energy tags work. Adding a gateway to the BLE tool checkout system makes autonomous checkout possible. When an employee drives a dump truck with an active BLE tag onto a job site with a BLE gateway, for instance, the truck is automatically logged at that location. Ditto for any tools that are in the vehicle with the driver. No need to stop or manually scan a barcode. 

Which Tool Checkout System Is Right for Your Business?

ToolWatch offers the latest scanning technologies and allows companies to mix and match technologies to achieve unparalleled asset management in the construction industry. The ToolWatch app also makes it possible to search for a specific tool, confirm its physical location, and schedule a checkout at the necessary time. Book a free demo to find the right solution for your company.