# LFCS Tool & Equipment Tracker

## Context
LFCS has multiple crews on multiple job sites, plus several utes/vans and shared (floater) tools. Foremen are not tech-savvy — the system must be frictionless. Rocky's office uses Excel; field crews use WhatsApp.

## Trigger Conditions
- Rocky mentions tracking tools, equipment, or vehicles for the company
- Rocky asks about tool check-in/check-out, service reminders, or inventory
- Office session scheduled to build a tool register system
- Any variation of: "how do we track our tools?", "ute inventory", "equipment register"

## System Design — Recommended Approach

### Tool ID Naming Convention
Format: `[HOME]-[NUMBER]`

| Prefix | Meaning |
|--------|---------|
| U1, U2, U3... | Home ute/vessel (U1 = Ute 1, etc.) |
| FL | Floater — shared tool, no permanent home |
| SH | Shed — lives in the shed/store |

Examples:
- `U1-T001` — Ute 1's first tool (Makita drill)
- `U2-T001` — Ute 2's first tool (impact driver)
- `FL-T001` — first floater (concrete vibrator)
- `SH-T001` — first shed tool (compressor)

**Rule:** ID never changes. Current Location is a separate field that moves.

### Tool Register — Google Sheets (Office side)
The office uses Excel but Sheets is the live tracker. Options:

1. **Sheets as source of truth** (simplest) — office opens Sheet link in browser. One-click export to Excel if needed.
2. **OneDrive/SharePoint sync** — Excel file lives on OneDrive, Hermes writes to it via Microsoft Graph API, everyone sees live data.
3. **Scheduled export** — Hermes writes to Sheets daily, exports .xlsx to shared drive each morning.

**Sheet Tabs:**

**Tab 1: Tool Register**
Columns: Tool ID | Name | Category | Serial | Home Vehicle | Current Location | Last Transfer | Service Interval (months) | Last Service | Replacement Cost | Notes

**Tab 2: Transfer Log**
Columns: Date | Tool ID | From | To | Who Moved It | Job | Notes

**Tab 3: Service History**
Columns: Date | Tool ID | Service Done | Cost | Next Service Due | Notes

**Tab 4: Vehicles**
Columns: Vehicle ID | Registration | Description | Core Tools (list) | Current Location

### Field Workflow — WhatsApp Photo (Foremen)
Foreman photographs the tool where it's sitting, sends to WhatsApp group (or Rocky's DM).

Message format options:
- Text: `U1-T001 to Bingara Gorge` (Hermes parses + updates Sheet)
- Photo only: Hermes sees tool ID in frame, updates location

**Hermes's job:**
1. Receive photo + message
2. Parse tool ID + new location
3. Write to Transfer Log tab
4. Update Current Location in Tool Register
5. File photo to job folder

### Engraving vs QR
- **QR stickers:** Tap and go, but stickers peel/fade on site. Needs printing, laminating.
- **Engraved ID + photo (preferred):** Tool marked T-001, U1-T001 etc with paint marker or dot-peen. Worker photographs it on WhatsApp. Zero consumables, works for anything.
- Minimum QR size if used: 20x20mm, ideally 30x30mm. Quiet zone required.

### Service Reminders
- Sheet formula: `=DATE_DIFF(LastService + ServiceInterval*30, TODAY(), "days")`
- Filter view: "Due in ≤30 days"
- Hermes checks daily, pings Rocky: "Makita drill due service in 5 days — book in?"

### Floater Logic
- Home Vehicle = FL (Floater) or SH (Shed)
- Same workflow — when taken: "FL-T001 to Hornsby"
- When returned: "FL-T001 returned"
- Or photo sent on return — Hermes infers return to home

### Multi-Job / Multi-Crew
- Transfer Log has a Job column — tool movement is tracked against the active job
- Foreman includes job name in message: `U1-T001 to Hornsby`
- Report: "Show me everything currently on Bingara Gorge" = filter by Current Location

## Implementation Steps for Office Session

1. Get full tool list (name, make, model, serial if available)
2. Assign tool IDs: U1-001 upwards within each home vehicle
3. Assign floater IDs: FL-001 upwards
4. Assign shed IDs: SH-001 upwards
5. Get vehicle list with regos
6. Determine baseline: what's currently in each ute
7. Set up Google Sheet with 4 tabs
8. Configure Hermes WhatsApp workflow (see whatsapp-bridge-setup)
9. Test with one tool