Role-based access
Five roles, from owner to viewer, so everyone sees and does only what they should.
Features
Everything your equipment needs, nothing it doesn’t.
A complete system for tools, kits and consumables, designed so the whole team actually uses it.
Catalog & labels
Every tool, one scan away.
Build your catalog with categories, brands, models, serial numbers, purchase price and date, photos and documents. Add custom fields for anything specific to your company.
- QR labels on A4 sheets or single labels, as PDF
- Use the barcodes your tools already carry
- Import from Excel with column matching and preview
Check-out & custody
Always know who has what.
Check tools out to people, locations or projects, set a return date and let Ergalion flag anything overdue. Every movement is added to the tool’s history and never overwritten.
- Transfers between colleagues, accepted from the app
- Requests from the field, approved by managers
- Projects with client, dates and status
Maintenance & audits
Safe, certified and ready to work.
Schedule recurring inspections, log repairs with costs, suppliers and attachments, and mark tools as in repair, lost or retired. Audits ask a person or a location to confirm every tool they should have.
- Reminders before inspections are due
- Repair history and cost per tool
- Audit answers: have it, missing or damaged
Consumables and kits
From screws to full kits, nothing runs out.
Track quantities of consumables per location with a minimum stock level and an alert when it drops below. Group tools into kits that are checked out and returned together.
- Stock per warehouse, van or site
- Low-stock alerts by email and in the app
- Kits that move as one
Reports & insight
Decisions based on facts, not on guesses.
See the value of your equipment by location and project, what is checked out and overdue, how tools are used and what maintenance costs. Export everything to CSV, Excel or PDF.
- Amounts in your company’s currency
- Activity log with before and after values
- Reports that respect your time zone
Team & companies
The right access for every person.
Invite your team by email and give each person a role: owner, admin, manager, field user or viewer. One person can work for several companies, each kept completely separate.
- English and Greek, chosen by each user
- Email and in-app notifications
- Light and dark mode
Why Ergalion
The power of big systems, the simplicity of a spreadsheet.
| — | Spreadsheets | Enterprise systems | Ergalion |
|---|---|---|---|
| Live status of every tool | Not included | Included | Included |
| Scanning from any phone | Not included | Included | Included |
| Ready the same day | Included | Not included | Included |
| No special hardware or tags | Included | Partly | Included |
| Maintenance reminders | Not included | Included | Included |
| Complete history and accountability | Not included | Included | Included |
| Greek and English interface | Partly | Partly | Included |
| Free to try | Included | Not included | Included |
Mobile apps
Your whole toolroom, in your pocket.
Native apps for iPhone and Android, made for quick use on site, between jobs and with gloves on.
- Scan QR codes and barcodes with the camera
- Check out, check in and transfer one tool or a whole list
- Requests, audits, notes and problem reports from the field
- Notifications for transfers, overdue returns and audits
- Add new tools on the spot, with photos
Coming soon toApp StoreComing soon toGoogle Play
Until the apps reach your store, the web app works in any phone browser.
Trust & security
Your data, safe and always yours.
Encrypted connections
All traffic runs over HTTPS and passwords are stored with modern hashing.
Nightly off-site backups
Your data is backed up every night to a separate location.
Complete activity log
Every change to data and settings is recorded, with the values before and after.
Export anytime
Download your data to Excel, CSV or PDF whenever you like. No lock-in.
Fully separate companies
Each company’s data is isolated, even when one person works for several.
Ready when you are
Stop searching. Start tracking.
Create your company account in two minutes and invite your team. Free to try, no credit card.