maintenance management software

The Definitive Guide to Maintenance Management Software

Posted on by Michael Caslowitz
Maintenance Management Software Feature Image

Looking for maintenance management software when you’re already juggling a million things on a job site? Yeah, I get it. It can feel like just another item on your never-ending to-do list. 

However, the right maintenance management software doesn’t just help you check a box. It can be the glue that keeps your entire operation from falling apart when something goes wrong with your fleet or equipment. Think fewer surprise breakdowns and a lot less “Where is that work order?”

In this guide, we’re diving into the nuts and bolts of Maintenance Management Software (MMS). If you’re tired of piecing together spreadsheets or dealing with unresponsive tools, we’re sharing what to look for, how it can actually make your job easier, and why it’s worth the investment.

What is Maintenance Management Software?

Maintenance Management Software (MMS) keeps track of all your assets, organizes work orders, helps you schedule preventive maintenance, and gives you a real-time view of what’s going on across all of your job sites. 

Whether you’re overseeing heavy machinery on a construction site or maintaining a fleet of trucks, maintenance management software does the heavy lifting, keeping everything running smoothly so you can focus on getting the real work done.

What is Maintenance Management Software Used for?

Here’s how many companies use tool management software to stay ahead and prevent unexpected breakdowns via preventative maintenance.

Managing assets

Managing a fleet of construction vehicles? Instead of playing a guessing game about when they need repairs, this software can give you the data you need. You’ll know which assets are being checked in and out, which ones are coming up on scheduled maintenance, and can address any underperforming machines before they cause bigger problems.

List of assets

Staying on top of preventive maintenance

No more dealing with equipment breaking down in the middle of a project. With software, like Reftab, you can keep track of and even automate preventive maintenance schedules. For example, after 500 hours of operation, a work order is automatically triggered, so minor issues get handled before they become major expenses.

Calendar showing preventative maintenance dates

Managing work orders

Say goodbye to the chaos of manual work orders. Maintenance management software lets you assign tasks, track them, and make sure they get done—whether it’s a quick fix or a major repair. A refrigeration unit goes down? It alerts your techs and tracks the progress, so you’re never left wondering when it’ll be back up.

Example work order.

Streamlining inventory

Similar to asset tracking, with inventory management, you are not left scrambling for parts mid-repair. If you’re running low on supplies, you can track inventory and get alerts when it’s time to reorder, so you don’t have downtime waiting on that one part you didn’t think you’d need.

Get data-driven insights

Tired of equipment failing at the worst possible time or not knowing where your crews and equipment are? Maintenance management software provides real-time insights and reports on your machinery. It helps you spot trends—like that one forklift that breaks down every 1,000 hours—so you can make smarter decisions about repairs or replacements.

Top Benefits of Maintenance Management Software

Now, let’s get real about what you’ll gain with the right maintenance management software. 

  • Boost productivity – Stop wasting time searching for maintenance records or figuring out who’s responsible for what. MMS centralizes everything, making it easy for your team to access work orders, asset data, and updates in one place.
  • Reduce downtime – MMS lets you plan ahead and prevent costly equipment failures, saving you both time and headaches.
  • Improve cost efficiency – You’ll stop overspending on parts you don’t need or scrambling when you’re out of the ones you do. MMS tracks it all, so you can restock just what’s necessary.
  • Increase asset lifespan – When your equipment is properly maintained, it lasts longer and delays costly repairs. 
  • Stay compliant – Staying compliant with industry regulations is non-negotiable. MMS can bring peace of mind, knowing you’re meeting all the requirements and keeping your team safe.

Who Needs Maintenance Management Software?

Maintenance management software isn’t just for large operations.

 Here’s a quick rundown of who benefits from it:

  • Construction and Industrial Facilities – Managing heavy machinery, tools, and equipment across multiple job sites? MMS helps you stay on top of maintenance and avoid costly delays.
  • Warehouses and Distribution Centers – Whether it’s forklifts, conveyor belts, or HVAC systems, MMS ensures you stay ahead of maintenance and avoid interruptions in your workflow.
  • Small Businesses – Even if you’re not a large-scale operation, MMS gives you the tools to run a tight ship without blowing the budget.

Top Challenges of Maintenance Management Software

Not everything is smooth sailing. Here are a couple of challenges to be aware of:

  • Steep learning curve – Your team might need some time to get used to the new system, especially if you’re switching from manual processes.
  • Data migration – Moving all your old records and assets into the new system can be a hassle, but it’s worth the long-term benefits, especially if you’re still using spreadsheets (Ever try to edit a spreadsheet with a dozen or more active contributors?) or analog processes.

See How Reftab Makes Maintenance Management Simpler

Ready to take the guesswork out of maintenance? With the right maintenance management software, you can keep your equipment running smoothly, prevent downtime, and finally get ahead of those work orders.Explore how a tool like Reftab can help you manage assets, track inventory, and make maintenance easier than ever. Sign up and create your free account.

Azure asset management/ITAM/Okta integration/Software License Tracking

Enhanced SaaS Application Management with Okta and Azure

Posted on by Michael Caslowitz
Feature image for SaaS application management

We are excited to announce new enhancements to our Okta and MS Azure/Entra integrations. We’ve been working to add more capabilities for SaaS application management and for our Business plan customers, you may have noticed these two integrations:

  • Okta SaaS Discovery
  • Azure SaaS Discovery

Recently, we’ve issued an update to these that now log utilization metrics.

For example, you can define a time range and monitor the login frequency of your end users.

This allows admins to easily identify critical users, moderate users, and infrequent users of software.

This functionality helps you understand how often end users utilize the software you pay for, allowing you to identify cost-saving opportunities by reducing unnecessary licenses.

The setup process for these new capabilities is straightforward and easy to do. Here are our setup guides:

Register for a webinar:

Reftab is now offering webinars! These are a great way to receive training on the Reftab platform, understand functionality and a chance to ask questions to our team.Register for Reftab’s first upcoming webinar here: https://webinar.reftab.com/

Thank you!

We appreciate your continued partnership with Reftab and are confident these enhancements will add significant value to your operations.

Uncategorized

The Ultimate Guide to Tool Management

Posted on by Jessica Malnik

Have you ever wondered if your current tool management system is holding you back?

Managing thousands of tools and equipment efficiently is crucial for maintaining productivity and ensuring operational efficiency. However, it’s not always easy to determine when to move away from your DIY digital tool management systems and processes. And when to upgrade to a dedicated tool management software solution.

In this guide, we’re exploring why it is important, how to decide when to DIY your tool inventory system versus paying for dedicated tool tracking software, and key features of tool management to consider, such as asset tracking, inventory management, custom reports, and tool maintenance features. 

What is tool management?

Tool management involves tracking your organization’s tools, equipment, and resources in a central database. 

Effective tool management goes beyond inventory tracking. It also involves buying, maintaining, and utilizing tools to ensure equipment is available, functional, and in good condition when needed. Having a reliable system ensures you know what tools are available, their condition, what is in use, and their location.  

Why is tool management important?

Tool management helps you protect your tools and equipment so you receive the maximum return on investment. 

Tool management helps you:

  • Reduce downtime and boost productivity by ensuring employees have the right tools at the right time.
  • Extend the lifespan of your tools through regular maintenance and prompt repairs. 
  • Provide cost savings by reducing unnecessary purchases and losses due to theft or misplacement.
  • Ensure accurate inventory control to maintain optimal inventory levels, preventing shortages or overstocking.
  • Assist with safety and compliance through regular inspection and maintenance.  

When to DIY vs. using tool tracking software

Deciding whether to create your own tool database or invest in a tool management solution can be a difficult choice. Each approach has its advantages and challenges. The right choice for your organization depends on your specific needs and circumstances.

Here are some key factors to consider when making an informed decision. 

  • Scale of Operations –  Small businesses with a limited number of power tools and/or tool types might manage with spreadsheets or manual tracking. Larger organizations with extensive inventories benefit more from automated systems.
  • Complexity – If your operations involve complex tool management, such as multiple locations or specialized equipment, tool tracking software provides better control and insights.
  • Budget – While DIY methods might seem cost-effective initially, they can become costly due to inefficiencies, errors, and the potential for lost tools. Tool tracking software can be a wise investment in the long run.
  • Integration Needs – Specialized tool tracking software may be useful if you need to integrate with other systems like ERP or CRM or coordinate with other businesses.
  • Compliance and Reporting – Businesses needing detailed reporting and compliance with regulatory standards will find tool-tracking software indispensable.

Key features to look for in tool tracking software

Here are some features to consider when evaluating your different options.

Integration with Existing Systems

Your  tool management software should easily integrate with existing systems, be it through a direct integration or through an API. This ensures smooth data flow and avoids duplication of efforts.

Good integration capabilities allow for better data synchronization across different platforms and a single source of truth. This can significantly reduce manual entry errors and improve overall efficiency.

Privacy and Data Security

Maintaining data privacy and security protects your organization’s confidential information and builds trust. Additionally, having secure data management practices can help you comply with legal and regulatory requirements.

Pro Tip: Look for features like user authentication, encryption, SOC2 compliance, and so forth.  

It should also provide easy-to-access reports, audit logs, and documentation to demonstrate compliance. 

Scalability

A scalable solution ensures that as your operations expand, your tool management system remains effective and efficient, avoiding the need for frequent replacements or upgrades.

The software you choose should be able to handle an increasing number of tools, users, and locations without compromising performance. 

Customer Support

Good customer support can help you quickly and effectively resolve issues. Opt for vendors who provide support channels you prefer, such as phone, email, and live chat, and who have a proven track record of responsive and helpful service.

Budget

Consider both the upfront and ongoing costs of the software. You’ll want a solution that fits within your budget but still meets your needs. Look for transparent pricing models and be aware of any additional costs for features, upgrades, or support services. Balancing cost with the features and benefits offered alongside efficiency gains and potential reduction in tool loss will help ensure you get the best value for your investment.

Maintenance Scheduling

Keeping up with regular maintenance improves the longevity of your equipment, reduces breakdowns, improves safety, and ensures you’re in compliance with industry regulations. Software with maintenance scheduling features, allow equipment managers and service technicians to set up regular maintenance practices and schedules. Additionally, the software can provide automated alerts to ensure no equipment is missed.

Many tool management software systems also allow users to add information about the equipment’s health, condition, and performance. This dialogue can help improve communication about the condition of tools to facilitate maintenance. So your organization can take a more preventive approach instead of reacting once problems occur.  

Tool Check-in and Tool Check-out

Another popular feature to look for is the software’s ability to allow for an easy tool check-in and check-out system. This tool rental feature improves the quality of your tool tracking by holding employees accountable as well as monitoring tool availability and locations. 

Automation

Automation within a tool management system can be a big time savings for your team, ensure complex processes are consistently followed, and reduce human errors. For instance, software can automate routine tasks like maintenance scheduling and inventory updates.

Advanced automation may include features like predictive maintenance, where the software anticipates tool service based on usage patterns and historical data. It can also incorporate notifications and alerts to remind users of specific tasks or scheduled maintenance. 

Discover how Reftab makes tool management and tracking simpler 

Figuring out which tool tracking software is right for your company can be quite the task. If you’re an organization with multiple locations and many different people checking in/out tools on a regular basis, then having a dedicated cloud-based tool management software may be your answer. This can lead to more effective and efficient tool operations.

Create your free Reftab account today.

Release Notes/Uncategorized

Reftab’s Summer 2024 Release Notes

Posted on by Reftab

Hello everyone! As Summer’s been in full swing we have another round of Reftab release notes for you today. We’ve added some highly requested features and functionality that we’re excited to show you, so let’s dive in!

CDW Integration

Integrating Reftab with CDW to track orders provides several benefits. When an order is placed with CDW, item data can be sent to Reftab to automatically create assets. This automation is useful for logging PO numbers, purchase dates, vendor information, and more.

Click here to learn more about the CDW integration with Reftab.

Google Workspace Integration

Reftab’s new integration with Google Workspace streamlines asset management by automatically importing Google Chromebooks and mobile devices into the Reftab platform.

Additionally, it allows for automated checkouts, ensuring that device assignments are always up-to-date.  Click here to learn more about the Google Workspace Integration with Reftab.

New Tool Transfer Abilities

You can now request to transfer assets from one borrower to another. This is particularly helpful for those in the tool management space tracking assets between job sites or requesting assets from the warehouse.

Prior to this, items could only be reserved or checked out, this new feature allows transferring items between users while maintaining a defined approval and tracking process.

Click here to learn how to setup Tool Sharing in Reftab

Recurring Reservations

You can now allow users to submit recurring reservations on assets. This is controlled by an access restriction, so not all users will be able to do this by default.

To submit a recurring reservation, use the checkboxes to select an asset(s). Then click, “Bulk Actions” >  “Reserve” > “Recurring Reservation“.

A screen will display to set your frequency as well as a start and end date.

Remote Signature Capture

You can now enable remote signature capture for checking out assets. On checkout, an email will be sent to the loanee to sign via e-signature and accept the asset.

This is helpful for those remote employees who need to sign for items at a later time as opposed to at the time of checking out the device.

To enable, click “Settings” > “LoanOptions” > “ConfigureLoan Signature Requirements” > “Enable Remote Signature Capture“

Click here for how to enable remote signature capture in Reftab

Enhancements for Maintenance

1) You can now mark maintenance work order forms as ‘incomplete’. This will close the maintenance and list it as ‘incomplete’. This status better identifies the state of the particular work order.

2) You can now create tasks that use consumables in maintenance forms and even allow the user to choose which consumable was used. These tasks will adjust the selected consumable quantities accordingly whenever they are completed.

Mobile App Enhancements

This update is part of our ongoing efforts to streamline the app and enhance user experience by reducing the need to switch between screens and allowing users to take more advantage of our ‘cart’ feature.

This update also handles tool transfer requests and supports push notifications for better alerting.

Learn more about our mobile app and recent updates

*You can download the Reftab mobile app for iOS and Android devices.

3-Tier Location Hierarchy

The location hierarchy has been upgraded from 2 tiers to 3 for more detailed asset management.

For example, assets can now be stored in a structure such as: MAIN LOCATION -> BUILDING -> ROOM NUMBER

Other Updates and Enhancements

  1. Enhanced logging for changes made to user accounts. (Available in Settings > Security > Show User Change logs)
  2. Time-blocks can now be set for individual assets.
  3. When adding a new user to a tenant, they now get a ‘Welcome’ email.  
  4. When migrating someone from a loanee to a user they now get an email to ‘activate their account’. 
  5. There is now a new ‘notes’ section when adjusting the quantity of accessories. This is helpful for logging PO numbers or general notes on purchases.
  6. The Windows Agent now maps to serial numbers. If an asset is added into Reftab before the agent is installed, the agent won’t create a duplicate asset it will map to the asset in Reftab with that same serial number.
  7. Depreciation now has a column showing “Total Cumulative Depreciation” which displays at the individual asset depreciation tab and as a new column in reports.
Asset Tracking/ITAM/Release Notes/Updates!

Reftab’s Winter 2024 Release Notes

Posted on by Michael Caslowitz

Hey everyone! Welcome to another addition of Reftab’s release notes. We’ve listened to your requests and are happy to include some new enhancements to the platform!

License Tracking Automation: Integrate with Azure and Okta for SaaS Discovery

If you utilize Azure or Okta and you’re on Reftab’s Business plan, Reftab can now automatically discover who has access to your SaaS platforms with these integrations. This is a one-way feed into Reftab. This means if a license is assigned in Azure or Okta we will “check-out” that license within Reftab. The same is true if the license is revoked in Azure or Okta, meaning the license seat with be “checked-in”.

Prior to this integration, handling license assignments in Reftab was a manual process. Reftab’s goal is to facilitate more automation by taking advantage of API’s and systems to reduce manual work. We plan on continuing to develop more integrations to further automate SaaS license tracking.

Azure how-to guide: https://www.reftab.com/blog/faq/how-to-integrating-azure-saas-discovery-with-reftab/

Okta how-to guide: https://www.reftab.com/blog/faq/how-to-enable-okta-saas-discovery-with-reftab/

Unit Cost Tracking and Rental Rates

Unit cost tracking and rental rates are crucial features in construction tool management software as they enable contractors to accurately assess project expenses and profitability. By monitoring unit costs and rental rates, contractors can make informed decisions regarding tool acquisition, allocation, and rental strategies, optimizing resource utilization and maximizing project efficiency.

Unit Cost Tracking

When configured, Reftab will track the total monetary value of equipment given to each Loanee. You can set a price per Asset, Kit, Accessory, and License and Reftab’s software will calculate the real-time monetary value of every assignment against each user.

How-to: See this how-to guide for more information.

Rental Rates

Reftab’s new Rental Rate feature allow you to set pricing for hourly, daily, weekly and monthly rates. Each asset can be assigned to a specific rate. When the item is reserved or checked out, the rates will calculate the total cost.

Rental cost can be seen on the reports page:

Once you reserve or check out items, the pricing is fixed at that moment. This ensures that even if prices change later on, the rate remains the same as when the reservation or check out was made.

This is version 1 of this feature. More updates will be coming. Please let us know any feedback and we’ll incorporate necessary enhancements.

How-to: https://www.reftab.com/blog/faq/how-to-setting-rental-rates/

Conditional Routing in Purchase Tracking

As Reftab continues to expand upon it’s procurement tracking module, we released a major update that expands your customization options.You can now set conditions that route approvals to specific people.For example, if an employee requests an item that is over a certain dollar amount, you can tell Reftab exactly who to route the request to.

Dell Integration now a Daily Sync

This update to our Dell integration will now pull the fields “Warranty Start”, “Warranty End”, and “Ship Date” once a day. Previously, these fields were only filled out upon initial creation of the asset. If you haven’t set up your Dell Warranty Sync, take a look at our guide here: https://www.reftab.com/blog/faq/how-to-automate-your-dell-warranty-lookups/

Group Accessories and Kits into Categories

Having the ability to group kits and accessory items into specific categories in an asset tracking platform allows for more efficient organization and retrieval. This categorization enhances clarity and simplifies navigation for users, reducing the time spent searching for particular items.

Prior to this update, having these items lumped together in one giant list, lead to confusion, errors, and increased time consumption in locating and managing equipment.

How-to: See our how-to guide here for creating categories for kits and accessories.

Reports Can Query using “OR” Operator

Allowing users to use “OR” operations when searching for equipment in an asset tracking platform provides greater flexibility and inclusivity in generating reports. Unlike a report builder limited to “AND” operations, which necessitates specific criteria to be met simultaneously, the “OR” functionality enables users to find equipment matching any of the specified conditions, facilitating comprehensive and tailored searches that capture a broader range of assets.

To illustrate this, the below screenshot shows how you can search for assets with serial numbers beginning with “USA” OR “AUS”

Prior to this update, this report would need to be broken out into two separate reports. This major enhancement provides much more tailored searches providing easier and more beneficial reporting overall.

Updates to Intune

Users of Reftab’s Intune integration can now save assets into differing categories based upon their operating system. For example, you can map Windows devices from Intune into a specific Reftab category of your choice and Mac devices into a different Reftab category.

Prior to this update, all devices from Intune were saved into one default category. This new update provides better organization for synced devices.

Reftab is Attending IAITAM 2024 in Las Vegas!

May 7th – 9th come visit the Reftab booth at IAITAM

Swing by and join the Reftab crew for a chat! We’re pumped to meet you and geek out over all things IT. Whether you’re itching for a live demo, eager to discuss your IT headaches, or just keen to snag some awesome swag, we’ve got you covered. Don’t miss out—let’s make this event epic together!

Education/Nonprofit Asset Management/Okta integration/Operational Efficiency/SCIM Provisioning/Uncategorized

What is SCIM Provisioning? Overview of Benefits, How it Works and More

Posted on by Michael Caslowitz

In the ever-evolving landscape of Information Technology, efficiency and automation have become paramount. One such powerful tool that has emerged to streamline user provisioning and management processes is SCIM (System for Cross-domain Identity Management). Pairing SCIM with robust IT asset management tools like Reftab can revolutionize the way organizations handle user on-boarding, off-boarding, and overall system management.

In this guide, we’ll cover:

  1. What is SCIM user provisioning
  2. Real-world example of SCIM provisioning
  3. Video example, showcasing SCIM provisioning handling employee life-cycle management
  4. Why everyone in IT should be using SCIM provisioning
  5. How does SCIM work?
  6. Difference between SCIM and SSO (Single-Sign-On)
  7. How to setup SCIM provisioning for FREE

What is SCIM User Provisioning?

SCIM, or System for Cross-domain Identity Management, is an open standard protocol designed to automate the exchange of user identity information between different systems. Essentially, it allows for seamless integration between identity management systems and service providers, facilitating the automatic provisioning and de-provisioning of user accounts.

For example, in Reftab you can setup SCIM so that when a new user joins your company or school, that user is added to Reftab automatically. SCIM also keeps that user’s information up-to-date such as their email address, contact information, location and department information, etc.

Once you have user information flowing to your critical systems, then you can start running workflows. Workflow automations enable you to automate so much of your IT management tasks that would otherwise be cumbersome, repetitive and error prone.

Real-world Example Use-Case

Here’s an example of a powerful, yet simple workflow in an IT asset tracking system that SCIM facilitates:

SCIM Example Flow

If it wasn’t for SCIM provisioning, the work shown above would have to be done manually. That means a human would need to manually update the details of every employee and make sure the system remains up-to-date. This is not an ideal use of time for IT admins as there are much more important tasks to be done at an organization.

Video on SCIM Provisioning

Check out this video from Reftab that shows how SCIM facilitates the automation of user life cycle management:

Why Everyone Should be Using SCIM in an IT Setting

  1. Automation Reduces Manual Work: One of the most compelling reasons to adopt SCIM is the reduction of manual, duplicate work involved in user provisioning and deprovisioning. With SCIM, IT administrators can automate the process of adding, updating, and removing user accounts across various systems, eliminating the need for tedious manual interventions.
  2. Keeping Users Up-to-Date: SCIM ensures that user information remains accurate and up-to-date across all systems. When integrated with IT asset management tools like Reftab, changes in user status (such as employment termination) trigger automatic updates across all relevant systems, maintaining data integrity and reducing the risk of security breaches.
  3. Efficient Onboarding and Offboarding: By leveraging SCIM alongside an IT asset management system, organizations can streamline user onboarding and offboarding processes. New employees can be provisioned with the necessary access and resources automatically, while departing employees’ access rights can be promptly revoked, ensuring data security and compliance.
  4. Integration with Existing Infrastructure: SCIM integrates seamlessly with popular identity management platforms such as Okta or Microsoft Entra Active Directory. This means organizations can leverage their existing investments in identity management infrastructure, maximizing efficiency and reducing implementation costs.
  5. Centralized Management and Compliance: With SCIM, organizations can achieve centralized management of user identities and access rights. When users are added to groups in directory systems, SCIM ensures that corresponding access to software and resources is granted automatically. This not only enhances security but also simplifies compliance efforts by providing a comprehensive overview of user access across all systems.
  6. Automated License Management: Integrating SCIM with IT asset management systems like Reftab enables automated license tracking and management. IT administrators can easily monitor software licenses and ensure compliance by correlating user access to licensed software with inventory data, simplifying audit processes and cost optimization efforts.

How Does SCIM Work?

The below will give you a technical understanding of how SCIM works.

SCIM outlines a schema for user and group identity representation, offering a REST API that can work within this schema. This API utilizes standard HTTP methods (e.g., POST, GET, DELETE) for CRUD operations. Basically, this is a standard way to create, update, delete, etc..

In SCIM, the “client” refers to your company’s Identity Access System (IAM), or SCIM Identity Provider (IdP), the most common are Microsoft Entra ID and Okta. The “service provider” typically denotes a SaaS application like Reftab or Zoom.

The client (Okta, Microsoft Entra ID, etc.) manages identities and permissions required by service providers. Any changes made on the client side trigger automatic updates on the service provider side through SCIM, ensuring synchronization across all systems.

Here’s an example of a user represented via SCIM schema:

In short, SCIM presents users with attributes and values that describe the user. For example, you can see the user’s displayName, their department, phone numbers, etc.. This information will be sent to the service provider at the moment an operation takes place on the user:

POST: New user is created -> user data sent to Reftab to be created as a new user

PUT (or PATCH): User is updated -> user is updated in Reftab.

DELETE: User is deleted -> user is deleted (or disabled) in Reftab.

Notice how this does not happen on a schedule, like a daily sync at midnight, (That would be more akin to LDAP which is outdated now that SCIM is more prevalent). SCIM updates users in all connected systems at the time the actual update is made in Entra or Okta.

You may be presented with the ability to build workflows in service provider systems, (Reftab has a powerful workflow builder) that allow you to utilize attribute and value pairs to run workflows. For example, an attribute is something like “department” and a value could be “sales“. You can then do something with this information like disable a user, move a user in to an access role or do something upon assigning equipment to Sales personal, etc..

When this user is created or updated within Microsoft Entra ID or Okta for example, this data is passed to the connected software systems via SCIM. Those other software systems are configured to understand SCIM and can therefore ingest this information and handle and parse this information correctly, which ultimately removes the need for humans to do manual work.

Difference Between SCIM and SSO (Single Sign-On)

SCIM focuses on keeping user records synchronized across different systems automatically. On the other hand, Single Sign-On (SSO) primarily deals with authenticating users, allowing them to access multiple applications with just one set of credentials. While SCIM ensures user data consistency, SSO simplifies user authentication processes for enhanced convenience and security.

How to Setup SCIM Provisioning

If you’re looking to see first-hand how to setup SCIM provisioning, a good place to start is to setup an IT asset management system like Reftab. Using Reftab, you can setup SCIM for free so that you can learn this powerful protocol and actually interact with it.

The below steps can all be done using a Free Reftab account. But you will need admin access to your identity provider.

Step 1) Create a Free Reftab account here: https://www.reftab.com/sign-up

Step 2) Click “Settings” > “Integrations” > find SCIM User Provisioning and click “Configure“

Step 3) At the top, click on any of the how-to guides available for your identity provider:

Follow the instructions on the guides available and reach out to ‘help@reftab.com’ for any questions.

Conclusion

In conclusion, SCIM user provisioning, when coupled with IT asset management tools like Reftab, offers a powerful solution for modern organizations looking to streamline their IT operations. By automating user provisioning, maintaining up-to-date user information, and integrating with existing infrastructure, SCIM enables efficient onboarding and offboarding processes while ensuring compliance and security. Embracing SCIM represents a step towards centralized management, enhanced productivity, and cost-effective IT operations in today’s digital landscape.

Okta integration/Requests and Approvals/Software Asset Management/Software License Tracking/Uncategorized

Streamline Software License Management with Reftab: A Comprehensive Guide

Posted on by Michael Caslowitz
Feature image for SaaS application management

In today’s fast-paced IT landscape, keeping tabs on software licenses is crucial for maintaining compliance and efficiency, plus organizations need a one-stop shop to simply see what is being used and by whom. With Reftab, managing software licenses becomes a breeze, thanks to its intuitive features that simplify the entire process.

Effortless License Assignment: Reftab’s user-friendly interface allows for seamless assignment of license seats to users. By doing so you’ve got one system that shows assets, accessories and licenses all under one view. You can even manage an approval process for requests for new software or access to existing software with Reftab’s approval flows.

Automated Renewal and Expiration Tracking: Say goodbye to missed renewal dates and expired licenses. Reftab automates the tracking of renewal and expiration dates, sending timely email reminders to keep your team ahead of renewals and avoid disruptions in software access.

Integration with Okta for Enhanced Efficiency: Reftab takes efficiency a step further by integrating with systems like Okta. This integration enables automatic population of Reftab with applications from Okta and assigns to the corresponding users in Reftab automatically. This streamlined integration ensures that your software inventory is always up-to-date.

Integration with Azure for Operational Effectiveness: Reftab elevates its functionality through integration with Azure SaaS Discovery. This seamless collaboration automates the transfer of Azure SaaS applications into Reftab, effortlessly allocating them to the relevant users. This cohesive integration guarantees the perpetual accuracy and currency of your software inventory.

Single Pane of Glass for IT Visibility: One of the standout features of Reftab is its ability to centralize IT management. Admins benefit from a single-pane-of-glass view, where they can oversee everything from software licenses to user access. This centralized approach simplifies the complex IT landscape, allowing admins to understand who has access to what and gain insights into how software is utilized across the organization.

In conclusion, Reftab offers a comprehensive solution for tracking software licenses, making the lives of IT admins easier. From efficient license assignment to automated renewal tracking and seamless integration with systems like Okta, Reftab ensures that your software management is streamlined and effective. Embrace the power of a single-pane-of-glass view with Reftab, and take control of your IT landscape with confidence.

Click here to create a FREE Reftab account today

Approval Flows/Asset Tracking/Procurement Tracking

IT Advantages: Simple Procurement Tracking in Asset Management Software

Posted on by Michael Caslowitz
IT asset management featured image

In the domain of IT asset management, combining procurement and approval management within a unified asset management platform marks a substantial enhancement in operations. Reftab’s asset management and procurement tracking platform accomplishes this quite well and is a welcomed addition amongst IT administrators. Particularly for IT admins using device management tools such as Intune, Jamf, etc., having the ability to track purchase requests and manage approval routing, significantly improves automation that so many IT admins desire. Reftab has combined asset management with procurement and as a result, centralized the entire lifecycle of IT assets within a modern, user-friendly system.

In this guide we’ll discuss Reftab’s approach to:

Enhanced IT Asset Management with Procurement Tracking

1. Automated Approval Workflows

By housing procurement and approval management within Reftab, IT departments can give end users the ability to request equipment easily. Reftab gives you a “Flow Builder”. A Flow Builder allows you to build approval steps that outline your exact business processes. For example a request for new software, (or access to existing software) can begin with a user browsing a custom catalog that displays images and details of current software and hardware available. The user can either see what is offered or request for brand new software. Once they submit the request an email can first go to their manager. If the manager approves, another email is sent to the IT department. By doing so the IT department already knows that the person’s manager approves the request and IT can fulfill. If you have a ticketing system, you can have an email automatically send to create a ticket as well.

Here’s an example of a simple approval flow that can be setup within Reftab:

2. Comprehensive Asset Lifecycle Tracking

The integration facilitates holistic tracking of IT assets throughout their lifecycle. From the initial request to purchase, deployment, maintenance, and eventual disposal, (or in the case of software – revoking access) every stage is seamlessly documented within Reftab. This comprehensive tracking ensures accountability and visibility at every step, optimizing asset utilization and minimizing losses due to inefficiencies.

Administrative Advantages of Implementing Approval Flows

1. Effortless Device Management

The synergy between asset management and IT device tracking tools simplifies device management. With information flowing seamlessly between systems, IT professionals can easily monitor and manage the status, location, and usage of devices without the hassle of navigating through multiple platforms.

2. Reduced Manual Intervention

Eliminating the need for manual data entry or transfer between systems minimizes errors and saves time. The automation of processes within Reftab’s asset management system ensures accuracy in asset records and reduces the burden on IT staff, allowing them to focus on more strategic initiatives.

For example, most of the data about equipment is already known before it’s purchased, such as: model, cost, brand, specs, etc. All this data can be captured and used to automatically create an inventory record. When the item arrives, you already have the asset in Reftab and it’s ready to be given to the requesting user.

3. Improved Compliance and Security

Centralizing IT asset management within Reftab bolsters compliance efforts. Through comprehensive tracking, companies can ensure that all access to software and physical devices meet regulatory standards. Furthermore, enhanced visibility over assets fortifies cybersecurity measures by enabling prompt identification and mitigation of vulnerabilities.

Conclusion

In conclusion, integrating procurement and approval management processes within an asset management platform, especially for IT assets, offers unparalleled benefits to organizations. The seamless connectivity with device management tools and vendor networks transforms the IT asset lifecycle into a well-coordinated, automated, and efficient process.

By leveraging Reftab, companies can not only streamline operations but also enhance compliance, bolster security measures, and optimize resource utilization. Embracing a unified system for IT asset management, procurement, and approval management is pivotal for businesses aiming to navigate the complexities of modern IT landscapes effectively.

How-to Guide

See Reftab’s how-to guide on setting up Approval Flows

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Experience a procurement, approval management, and comprehensive IT asset tracking firsthand, sign up for a free Reftab account today!

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Proactive Maintenance: How to be Efficient with Work Orders

Posted on by Michael Plocher

In the dynamic landscape of asset management, where the heartbeat of operations is measured by the reliability and efficiency of assets, a paradigm shift is underway. The traditional reactive approaches – waiting for equipment failures before springing into action, are being eclipsed by a more strategic and forward-thinking philosophy – the art of proactive maintenance. In this comprehensive guide, we embark on a journey to unravel the significance of proactive maintenance in asset management, exploring how this transformative strategy becomes a guiding force in minimizing downtime, extending asset lifecycles, and optimizing overall operational efficiency.

As industries evolve and technology advances, it is imperative to not just manage but proactively maintain assets. The proactive mindset goes beyond the mere correction of issues; it anticipates potential challenges and strategically addresses them before they escalate. It’s a philosophy that transforms maintenance from a reactive necessity to a proactive force driving operational excellence.

Join us on this exploration of Proactive Maintenance, where we unlock the potential of a proactive philosophy and unveil the role of Reftab’s innovative Maintenance Management Feature as the catalyst for mastering the art of proactive maintenance in asset management. It’s more than a guide; it’s an invitation to reshape your approach, minimize disruptions, and unlock the full potential of your assets through the power of proactive maintenance.

Table of Contents

The Significance of Proactive Maintenance in Asset Management

In the intricate dance of asset management, the traditional reactive approach of addressing issues as they arise is giving way to a more strategic and forward-thinking philosophy – proactive maintenance. This section unfolds the critical importance of embracing a proactive mindset, illustrating how it serves as a transformative force in optimizing asset management strategies.

Traditional Reactive Approaches vs. Proactive Mindset:

The conventional reactive model involves responding to equipment failures or issues only when they become apparent. This reactive stance, however, often leads to increased downtime, higher repair costs, and an overall inefficient use of resources. Proactive maintenance, on the other hand, represents a paradigm shift. It’s a proactive mindset that anticipates potential issues and strategically addresses them before they escalate. This shift in approach is not merely a strategy but a fundamental change in philosophy, fostering a culture of prevention rather than reaction.

Minimizing Downtime:

Unplanned downtime is the nemesis of operational efficiency. Whether in manufacturing, IT, or any industry reliant on assets, unexpected disruptions can result in significant financial losses. Proactive maintenance acts as a preventative shield, identifying and addressing potential issues before they lead to significant failures. By minimizing downtime through proactive measures, organizations ensure smoother operations, higher productivity, and an uninterrupted workflow.

Extending Asset Lifecycles:

Assets represent substantial investments for any organization, and maximizing their operational lifespan is paramount for a favorable return on investment. Proactive maintenance plays a pivotal role in achieving this goal. By conducting regular inspections, addressing minor issues promptly, and adhering to a preventive maintenance schedule, organizations can significantly extend the operational lifespan of their assets. This not only preserves the value of investments but also ensures optimal performance over an extended period.

Optimizing Operational Efficiency:

At the heart of operational excellence lies efficiency. Proactive maintenance directly contributes to efficiency by keeping assets in peak working condition. When equipment operates efficiently, it requires less energy, experiences fewer breakdowns, and contributes to a smoother overall operational workflow. This efficiency not only enhances productivity but also results in tangible cost savings, as organizations spend less on repairs and unexpected maintenance.

In conclusion, proactive maintenance is not just a trend; it’s a necessity for organizations seeking to thrive in today’s competitive landscape. By adopting a proactive mindset and leveraging innovative solutions like Reftab’s Maintenance Management Feature, businesses can minimize downtime, extend asset lifecycles, optimize efficiency, and ultimately achieve operational excellence in their asset management endeavors. Proactive maintenance isn’t just a strategy; it’s a proactive philosophy that reshapes how organizations approach asset management, paving the way for a more resilient and efficient future.

Reftab’s Maintenance Management Feature: A Catalyst for Efficiency

Introduction to Reftab’s Maintenance Management Feature:

In the realm of proactive maintenance, the transition from strategy to execution finds a powerful ally in Reftab’s Maintenance Management Feature. This section introduces the innovative tool as more than just a solution; it’s a catalyst for efficiency, precision, and responsiveness in maintenance workflows. As organizations seek streamlined processes and enhanced control, Reftab emerges as a transformative force.

Streamlining Work Order Processes:

At the heart of efficient work orders lies Reftab’s Maintenance Management Feature, a robust tool designed to simplify and enhance maintenance processes. The intuitive Maintenance Form Designer takes center stage, offering a user-friendly, drag-and-drop builder that empowers users to create customized maintenance request forms effortlessly. This not only streamlines the process but also ensures that maintenance tasks are tailored to the unique needs of each organization.

Task Creation Simplified:

Reftab’s Maintenance Management Feature redefines how tasks are created and managed. The user-friendly approach allows for seamless naming of tasks, choosing field types, and setting requirements, making the task creation process intuitive and efficient. The versatility of field options, including checkboxes and electronic signatures, provides organizations with the flexibility needed to address a diverse range of maintenance requirements. It’s not just about managing tasks; it’s about simplifying the entire process, making maintenance a fluid and adaptable component of organizational workflows.

Seamless Integration for Enhanced Efficiency:

One of the distinguishing features of Reftab’s Maintenance Management Feature is its seamless integration into existing workflows. Organizations need tools that don’t disrupt but enhance their operations, and Reftab delivers precisely that. Reftab ensures that its presence elevates efficiency rather than complicating processes. It becomes an organic part of the maintenance ecosystem, ensuring that the entire workflow is not just efficient but also responsive to the dynamic needs of the organization.

In conclusion, Reftab’s Maintenance Management Feature is not merely a tool; it’s a strategic partner in the journey toward mastering the art of proactive maintenance. By streamlining work order processes, simplifying task creation, and seamlessly integrating into existing workflows, Reftab becomes the linchpin for organizations seeking to optimize their maintenance strategies. It’s an embodiment of efficiency and precision, reshaping how organizations approach asset management and paving the way for a future where maintenance is not just a task but a strategic asset.

Conclusion

In the realm of asset management the journey from reactive to proactive maintenance is more than a strategy; it’s an art form. This comprehensive guide has illuminated the critical significance of proactive maintenance and prevention is the key to operational excellence.

From minimizing downtime to the strategic extension of asset lifecycles, the philosophy of proactive maintenance emerges as a transformative force. Its reshaping how organizations approach their most valuable investments.

At the core of efficient work orders stands Reftab’s Maintenance Management Feature, a catalyst that transforms proactive maintenance from an aspiration to a streamlined reality. The intuitive Maintenance Form Designer simplified task creation, and seamless integration into existing workflows redefine how organizations approach maintenance. It’s not just about managing tasks. It’s about elevating the entire maintenance workflow. Making it responsive, efficient, and tailored to the unique needs of each organization.

As we conclude this guide, we extend an invitation to explore Reftab’s solutions for mastering the art of proactive maintenance. It’s an invitation to reshape your approach, minimize disruptions, and unlock the full potential of your assets through the transformative power of proactive maintenance. Operational excellence is not a distant goal; it’s a tangible outcome when proactive maintenance becomes the guiding principle.

In a world where assets are not just tools but strategic assets, proactive maintenance isn’t a luxury; it’s a necessity. It’s the brushstroke that paints a picture of efficiency, resilience, and strategic foresight. Embrace the art of proactive maintenance, explore Reftab’s innovative solutions, and embark on a journey where maintenance isn’t just a task but a proactive force driving operational excellence in the ever-evolving landscape of asset management.

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Asset Tracking/ITAM/Uncategorized

The Ultimate Asset Tracking and Management Solution | Reftab

Posted on by Michael Caslowitz
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Reftab is the ultimate solution for IT asset management. It simplifies tasks like onboarding, offboarding, assigning equipment, and managing software licenses while also streamlining hardware refresh cycles and setting up alerts. Beyond just tracking assets, Reftab ensures your company stays compliant, secure, and ready for audits. It’s a practical, user-friendly tool designed to help you stay organized and focus on what matters.

This post covers the main use cases of the Reftab platform:

Simplifying the Essentials

At its core, Reftab excels in executing fundamental asset management tasks with unparalleled ease. Users can effortlessly, assign equipment, manage location sites, and peruse a comprehensive list of assets allocated to specific users. This encompasses software licenses, accessories, kits, and more. What sets Reftab apart is its decade-long dedication to perfecting these functions, ensuring they are intuitive and user-friendly.

One of the standout features of Reftab is its ability to seamlessly integrate with various device management platforms. For example, Intune, Jamf, Meraki, Mosyle, Lansweeper, SCIM Provisioning, LDAP, Single Sign-On, and offer an open API, among others. Additionally, it consolidates data from sources like CDW for pre-purchases and manufacturers such as Dell for warranty lookups. This offers a single-pane-of-glass view of your assets’ lifecycles.

Elevating Beyond the Basics

Reftab excels with a comprehensive approach to IT asset management. From hardware and software tracking to streamlining onboarding and offboarding processes, Reftab ensures seamless automation and efficient asset management. It supports compliance and security by providing custody verifications, AI-driven insights into software vulnerabilities, and robust tracking of procurement and utilization. Whether managing devices or applications, Reftab keeps IT teams organized, secure, and audit-ready. These functionalities catapult an ordinary system into an extraordinary one, empowering users to handle intricate workflows effortlessly. Here are some examples:

Onboarding and Offboarding

Reftab seamlessly integrates with existing systems to import users and tag them with essential data like “Join Date,” “Onboarding,” “Active,” or “Offboarding.” This functionality helps IT administrators stay organized by tracking user statuses and triggering relevant alerts and tasks. With these insights, Reftab ensures smooth onboarding and offboarding processes, while keeping IT teams proactive and efficient in managing people and their associated assets.

Hardware Asset Management

Reftab makes hardware tracking effortless and intuitive. With a user-friendly interface, you can easily log and manage devices, assign them to users or locations, and track their lifecycle with minimal effort. Our system streamlines updates, provides actionable insights, and keeps you informed with automated alerts for maintenance or replacements. Reftab ensures your team stays organized and in control, without the hassle of complex processes.

Software Asset Management

Reftab simplifies software management with robust tracking capabilities. Monitor SaaS usage, track installed software on devices, and gain insights into utilization to optimize spending. With AI-powered categorization, Reftab organizes applications and cross-references versions against CVE databases to identify vulnerabilities. You can also send software surveys directly to end-users, helping you assess necessity and streamline license management. Reftab makes software tracking intuitive, secure, and cost-effective.

Auditing Hardware and Software

Reftab’s automated custody verification system simplifies equipment auditing by enabling end-users to confirm ownership and condition, ensuring accountability. Additionally, Reftab offers customizable software surveys that can be emailed directly to users. These surveys help determine whether employees still need assigned software, giving businesses tighter control over usage and helping manage software budgets more effectively.

Cost Management

Reftab simplifies cost management by tracking unit costs for hardware and monitoring software seat costs and renewal dates. It supports optimization by sending verification emails to confirm if users still need their devices or software. This proactive approach helps organizations reclaim unused licenses, avoid unnecessary renewals, and ensure devices are refreshed only when necessary, all while maintaining budget control and reducing waste.

Maintenance Management Made Easy

Efficiently handle calibrations, repairs, and safety inspections with Reftab’s customizable maintenance forms, reminders, and reporting features, ensuring equipment maintenance is never overlooked.

Workflow Builder for Automation

Reftab’s workflow builder emerges as a multifaceted tool capable of automating diverse tasks. From sending email alerts, to managing equipment-specific information, maintenance schedules, auditing, and more.

Customizable Request Flows

By leveraging customizable forms, Reftab streamlines procurement, triggering requests, opening tickets for your help-desk, and capturing essential data, all consolidated within the platform.

The Ultimate Advantage

Reftab demonstrates its capability in not just simplifying the straightforward aspects of asset tracking but also in helping organizations that need to smoothly transition into managing more complex requirements. It empowers users to handle evolving organizational demands with ease. In it’s essence, Reftab caters to simple as well as complex asset-tracking needs.

While several platforms handle the rudimentary tasks of asset management, Reftab goes above and beyond. Its ability to simplify complexity sets it apart, making it the top choice for organizations aiming to manage their assets effortlessly.

Don’t settle for the ordinary – elevate your asset-tracking experience with Reftab. Experience how this exceptional platform simplifies complexity, and helps your organization stay ahead of the curve in managing its valuable assets.

Sign up for an account today and mange first 50 assets free: https://www.reftab.com/sign-up