Well thought-out descriptions make the Tracker more-convenient and easier to use. Haphazardly-entered descriptions almost always create problems. Among other things, you'll end up with more than one description for the same thing, for example, 'ladder step 8ft', 'stepladder 8ft' and '8ft stepladder'.

When people track tools in spreadsheets, they often combine an item's category, model name, model number, model year, size, manufacturer, etc. and call it a description, for example, '2012 Ford F150 1/2 ton pickup'. In the Tracker, you're better off with shorter descriptions that include just the words people use when asking for something. If they ask for 10 inch circular saws and 8 foot ladders, size (10 inch and 8 foot) should be in the description. If they don't ask for Makita or Black & Decker drills, manufacturer shouldn't be in the description (put it in the MANUFACTURER field, instead).

If you start your descriptions with the general and end with the specific, for example, 'ladders step 8ft', 'ladders step 12ft' and 'ladders extension 24ft', your items will group into categories and sub-categories when sorted by description.

Descriptions are grouped into types:

  • Vehicles, Equipment and Expensive tools are tracked 1 by 1. Every vehicle, piece of equipment and expensive tool has its own unique item number.
  • Inexpensive tools * (supplies and small tools module required) are normally returned but aren't worth tracking 1 by 1, so their item numbers don't refer to specific items but to groups of nearly-identical items, for example, claw hammers and 25ft extension cords.
  • Consumables * are normally used up and not returned. Their item numbers refer to groups of nearly-identical items, for example, conduit or cement blocks.
  • Serialized consumables * (not yet implemented in Tracker 8) are expensive items that need to be tracked by serial number (often for warranty purposes) that are installed at job sites and not returned. Their item numbers refer to groups of nearly-identical items, for example, 50" TVs.
  • Intangibles * (not yet implemented in Tracker 8) are used to track bridge tolls, labor hours, and the like.
  • Lists are shortcuts that expand into lists of items when assigned.

Descriptions can be imported.


  • Click the Data icon in the main menu then Descriptions.
  • Follow the instructions in the Add, Edit and Delete section of the help overview to add, edit and delete descriptions.


  • In the Descriptions screen, select the description you want to add a photo to then click the Tools icon in the grid menu, Attachments, Add new attachment.
  • Click Choose file, navigate to the photo you want to upload and click Open.
  • Click the Photo checkbox then Upload.


  • (Descriptions grid) DESCRIPTION NAME.
  • (Descriptions grid) DESCRIPTION TYPE. All descriptions must have a type, and all items with the same descriptions must be of the same type.