With Tracker 8, field personnel can use a smart phone, tablet or computer to find and order the tools, equipment and supplies they need. No installation is required (unless you want to read barcodes with a smart phone): your data lives in the cloud and the interface runs on any device with a modern browser.

Tracker 8 was designed for mid-sized to large construction companies that want to assign tools and equipment to jobs, employees, trucks and storage sites. Report customization and barcoding (with phone and tablet cameras, stationary and portable barcode readers) are built into the system.

  • Stationary barcode readers, which are attached to a computer, smart phone or tablet via cable, radio or bluetooth, are less expensive than portable readers. Attached to a computer, they work well if everything in your warehouse passes through a single door or across a single counter. Attached to a smart phone or tablet, they're portable but you have to deal with 2 pieces of hardware. Many different stationary readers can be used with Tracker 8. With computers, we recommend the stationary reader pictured below. The bluetooth scanners we recommend with smart phones and tablets are similar.

  • If you need to collect large amounts of data while away from your computer, you need a battery-powered, portable barcode reader that can scan items as they’re loaded or unloaded from a truck or delivered to a job site. The portable reader pictured below has been programmed to work with Tracker 8. Others could be used, but custom programming would be required.

  • Barcode label software is integrated with Tracker 8. You can print your labels in-house or use pre-printed labels.

Tracker 8 Lite is ideal for smaller organizations that need to track 195 or fewer items.

Optional, extra-cost modules can be added to Tracker 8 (but not to Tracker 8 Lite) at any time, without re-entering data.

Supplies and Small Tools. Track less-expensive items like hand tools and supplies. Kits, containers, and order points.

Billing. Tool management software that turns your tool room into a profit center. Automatically processes tool and equipment sale and rental rates as items are checked out, including job discounts and rental caps.

Repair and Maintenance. Track repair histories and costs, set up preventive maintenance schedules that alert you when maintenance is due.

Multi-user. Allows more than one person to run Tracker 8 at the same time. Differentiates between editing and view-only users. Editing users can add and edit data. View-only users can find and order items but cannot otherwise add or edit data.

Contact us if you ...

  • Would like to schedule a live, over-the-internet demonstration.
  • Want to try Tracker 8 'live' (we'll give you a temporary demo account).
  • Have questions. Tracker 8 is very flexible and offers lots of options. We can quickly steer you in the right direction.

Updated November 13, 2018
In US dollars
Subject to change without notice

Tracker 8 pricing for new customers consists of monthly or annual fees payable in advance. Monthly fees must be paid automatically by credit card. Annual fees (5% discount) may be paid by credit card or check. You can stop using the Tracker any time you like but Waterwheel will not refund fees previously paid.

Upgrade pricing for Tracker 7 customers is described in the Upgrading from Tracker 7 to 8 section of this page.

Tracker 8 pricing differentiates between editing and view-only users. Editing users can add and edit data. View-only users can order items but cannot otherwise add or edit data.

Waterwheel counts the number of people who have signed in, not the number who CAN sign in. Any number of people in your organization can have Tracker 8 user id's and passwords but the number who can sign in at the same time is limited to the number you're paying for. If, for example, you're paying for 1 editing user, only 1 editing user can sign in at a time.


Tracker 8 editing user fees

editing user 1

each additional editing user

base system

$40/month

$20/month

* optional modules

supplies

$30/month

$15/month

 

billing

$30/month

$15/month

 

repair

$30/month

$15/month


One view-only license is included with your first editing user license.


Tracker 8 view-only user fees

each additional view-only user

base system

$2/month

* optional modules

supplies

$1.50/month

 

billing

$1.50/month

 

repair

$1.50/month


* All users in an organization must license the same optional modules.

Tracker 8 fees include access to the most current Tracker 8 release and technical support by email or, when we're available, phone (we're normally available during California business hours).

Tracker 8 fees do not include over-the-web training (for which we charge $150 per hour), on-site training (for which we charge $150 per hour plus travel expenses) or custom coding (for which we charge $50 per quarter-hour).

Our 4-hour training and customization package is designed for users who aren't familiar with relational databases or would rather let Waterwheel customize the product for them. For $500, you get 1 hour of up-front, over-the-web training followed by 1 hour of customization; then, a month later, another hour of training and hour of customization.

Tracker 8 Lite

The annual fee for Tracker 8 Lite is $195, payable in advance by credit card or check. You can stop using Tracker 8 Lite any time you like but Waterwheel will not refund fees previously paid.

Tracker 8 Lite is limited to 195 items and 1 editing user. The optional supplies, billing and repair modules are not available.

Tracker 8 Lite fees include access to the most current Tracker 8 Lite release but do not include technical support, complex data imports, custom coding or training. We charge Tracker 8 Lite customers $50 per quarter-hour for technical support and over-the-web training.

Barcode hardware


portable Worth Data LT5001H TriCoder with integrated laser scanner, usb cable and handle

$799

portable Worth Data LT5001 TriCoder with integrated laser scanner and usb cable but without handle

$699

portable reader programming and shipping, each

$55

 

 

stationary LZ360-USB laser scanner with usb cable

$219

stationary LZ400RF 2-way radio laser scanner including 1 base station and usb cable

$999

UPGRADING IS REASONABLY-EASY

  • Tracker 8 will feel familiar to Tracker 7 users. The concepts and interfaces are similar.
  • Some Tracker 7 users (for example, those who inherited a poorly-maintained system) choose to re-enter their data in Tracker 8. But most ask us to convert their Tracker 7 data for them. Unless that data is non-standard or unusually-complex, we can convert it quickly.
  • Tracker 7 barcode scanners will continue working with Tracker 8.

Tell us you're ready to upgrade and, we'll email sign-in instructions. You don't need to install anything (unless you want to read barcodes with a smart phone).


THERE'S NO RUSH

  • Waterwheel plans to support Tracker 7 thru at least December 31, 2020 (but cannot guarantee that Tracker 7 will run on new versions of Windows and/or new generations of computer and network hardware and software).
  • Tracker 8's core has been well-tested (one customer has used it for real since July 2016, a second since January 2017), and we've been adding customers slowly since then. But we're still adding features, some of which are new or nearly-new.

UPGRADE PRICING

  • If you're currently paying Tracker 7 software maintenance and support fees, you may upgrade to Tracker 8 whenever you like. There are no additional license or support fees.
  • If you upgrade before December 31, 2019, we won't charge for data conversion and will throw in our 4 hour training and customization package for free. After January 1, 2020, we'll include 1 hour of conversion consulting at no charge and the training and customization package will revert to its standard price ($500).

  • If you're not currently paying Tracker 7 software maintenance and technical support fees, you need to renew before upgrading to Tracker 8 or a more-recent version of Tracker 7. Renewals start on the day you ask for them, Waterwheel doesn't back-charge.
  • Waterwheel will continue charging current Tracker 7 support and maintenance fees thru at least December 31, 2020, whether you upgrade to Tracker 8 or stay with Tracker 7.

  • We'll charge Tracker 7 license and support fees for any Tracker 8 modules you add after upgrading EXCEPT view-only licenses, which are much-more capable in Tracker 8 than in Tracker 7. If you licensed the Tracker 7 employees module, we'll include (at no extra charge) 1 Tracker 8 view-only license for every concurrent user you licensed in Tracker 7. Otherwise, we'll charge ...

  • Tracker 8 view-only user fees

    each view-only user

    base system

    $22.80/year

    * optional modules

    supplies

    $17.10/year

     

    billing

    $17.10/year

     

    repair

    $17.10/year


  • * All users in an organization must license the same optional modules. Several users can share a license. Waterwheel counts the number of people who have actually signed in, not the number of people who CAN sign in.

  • Tracker 7 Lite customers may upgrade to Tracker 8 Lite after paying the annual Tracker 8 Lite fee.

  • These prices and policies were updated November 13, 2018, are in US dollars and are subject to change without notice.

IF YOU WANT US TO CONVERT YOUR TRACKER 7 DATA

You can cut over from Tracker 7 to 8 with or without an interim period. If with an interim, you can work with a blank copy of Tracker 8 or we can convert your Tracker 7 data twice: first for the interim then again for real.

We've written a program that identifies issues that must be addressed before Tracker 7 data can be upgraded. Click here to download upgrade_check.exe, save it in your Tracker 7 data folder, run it (when Tracker 7 isn't running) then fix any issues the program identifies, which can include ...

  • Descriptions whose IDs have different values in the Tracker 7 UNIQUE, RETURNS and VEHICLE fields (delete the mis-matches from inventory, give them a different description or contact us to discuss other solutions)
  • IDs with blank descriptions (delete from inventory or enter a description)
  • Begin dates in history before January 1, 1980 or after January 1, 2020 (delete from history or fix the date)
  • Unprocessed pick tickets and work orders (delete or process)
  • Employees, active jobs, storage sites or active vendors with no name

Optional suggestions

Keep a copy of Tracker 7 on your computer for at least a year after upgrading so you can look up data you didn't upgrade.

If you've used Tracker 7 for several years, you probably have old transaction history, jobs, employees and other data you rarely look at. Your Tracker 8 performance will be snappier if you exclude un-needed data from the conversion.

  • In the Tracker 7 jobs and vendors screens, uncheck the ACTIVE column in the jobs and vendors you don't want upgraded.
  • in the Tracker 7 storage sites and employees screens, delete the storage sites and employees you don't want upgraded.
  • Transaction history at inactive jobs and vendors and deleted storage sites and employees won't be upgraded. But items assigned to inactive jobs and vendors and deleted storage sites and employees will be retained and re-assigned to your default storage site.

Descriptions are much-more important in Tracker 8 than in Tracker 7. There's a lot you can do to make them work better.

  • If you use different descriptions for identical items (for example, STEP LADDER and STEPLADDER), edit your Tracker 7 inventory so identical items have identical descriptions.
  • Descriptions work best when they identify a reasonably-small group of similar or identical items. If your descriptions are too specific, they may only describe one item (for example, PICKUP 1/2 TON is probably better than 1/2 TON 2015 CHEVY PICKUP).
  • Include words people use when asking for an item and exclude the rest (if people mention size when asking for an item, include it in the description; if size isn't mentioned, leave it out).
  • Start descriptions with the most generic term then get more-and-more specific (for example, LADDER STEP 8 FT instead of 8 FT STEP LADDER) and your items will group naturally when sorted by description.

Over time, Tracker 7 data can become inconsistent. It's worth checking ...

  • Your rates, if you're using the billing system, to make sure identical items have identical rates.
  • The inventory and/or job codept field, if you're using either, to make sure you're using that field consistently.
  • Your timberline data (the fields to check vary with the way you've set up your Timberline options).

While you can do a physical count and update quantities after upgrading, doing so before gives you an opportunity to check your data and catch inconsistencies.

Tracker 8 is similar to tracker 7 but looks and works somewhat-differently. The simplified approach described in this tutorial is for Tracker 7 users who want an easy transition to Tracker 8. Contact us if you have questions or want to schedule training.


SIGN IN TO TRACKER 8

After you sign up (or your organization signs you up) for Tracker 8, you'll receive an email with sign-in instructions. You don't need to install anything (unless you want to read barcodes with a smart phone).


USE THE MAIN MENU

After you sign in, the main menu looks like this on a computer (it looks slightly-different on a smart phone or tablet). Hold your mouse over an icon and its name will pop up.

Tracker 8 menu

You may not see all these icons and choices. What you see depends on the rights assigned to you by your Tracker 8 organization manager.


ADD, EDIT AND DELETE JOBS AND STORAGE SITES

Click the Data icon in the main menu then Jobs. If none are listed, follow the directions below to add one or more. Do the same in the Storage sites screen (which is also in the Data menu).

To add a job or storage site, click the Add icon in the grid menu in the upper right corner of the Jobs or Sites grid.

Grid menu

To edit, click the Edit icon. If you click in the record or the field in the record you want to edit first, the cursor will appear in that record or field.

After you click the Add or Edit icon, the grid menu changes.

Grid menu when editing

Click the Add icon to add another record, the Save icon to save, the Cancel icon to undo any changes you've made since your last save.

Clicking the Add or the Edit icon puts you in editing mode. Once in editing mode, you can add or edit as many records as you like before saving or cancelling.

To delete, select the record(s) you want to delete by clicking the checkbox(es) in the left-hand margin of the grid (you can select more than one) then click the Delete icon in the grid menu.


ADD ITEMS

Click the Data icon in the main menu then Items (which is what Tracker 8 calls the stuff you're tracking, not Inventory as in Tracker 7). This is the screen you'll use to add, edit and delete items. If none are listed, follow the directions below to add one or more.

While you can use the Add icon in the grid menu to add items, it's faster and easier to add them with the NEW ITEM WIZARD or DUPLICATE ITEM WIZARD.

  • If you want to duplicate an existing item, select it in the Items grid.
  • Click the Tools icon in the grid menu, Macros then either Duplicate item wizard or New item wizard.
  • Follow the prompts. Your data isn't saved until you click Save in the last screen.

ASSIGN ITEMS TO JOBS, STORAGE SITES, etc.

Assigning items in Tracker 8 is like ordering from an online store: you find the items you want, add them to your cart then place or ship your order.

You can add items to your cart from several screens, including Find and add to cart and Fast add to cart. The instructions here use the Item assignments screen which, like Tracker 7's Inventory screen, lists your items' current locations.

  • Click the Data icon in the main menu then Item assignments.
  • Search for or scroll to the item you want to re-assign and click the cart icon to its right to add it to your cart. Do the same for any additional items you want to add to your cart.

  • To examine the contents of your cart or place your order, click the Cart icon in the main menu.

  • Cart with task list

  • Click Cart task and pick a task, for example, Assign to job if you want to assign items to a job (the options in the task list are described in Orders).

  • Cart with job list

  • Cart task changes to Assign to job and the dropdown to its right changes to --choose a job--. Click on the job you want. Depending on the options your organization manager has selected, you may see another optional or required dropdown for codes, employees or sub locations.
  • The date in the upper right corner defaults to today but can be edited. It will be saved as the EXPECTED COMMENCE date in the Orders screen.
  • Add items to, edit items in or delete items from the grid, for example, changing the quantity ordered (click the Edit icon in the grid menu to edit).
  • If you enter a note in the lower left, it will appear in NOTES in the Orders grid.

  • If you see a Place Order button at the bottom right, click it to record your order. If you see Actions, click it and a menu with 2 choices (Place Order and Ship) will appear.
  • Placing an order in Tracker 8 is like ordering from an online merchant, who packs and ships your order. Shipping means you're moving items (you might be a warehouseman picking items for a job or a foreman sending items from one job to another). You'll probably select Ship, most of the time.

  • After you place or ship an order, the Orders screen opens. You can return to the Orders screen later (to check, for example, your order's status) by clicking the Data icon in the main menu then Orders - assignments.

SEARCH FOR ITEMS

  • Click the Search icon in the Item assignments grid menu.

  • Details grid searches menu

  • Ordered, purchases and shipped or received or discrepancy are complex searches (click searches for more information). For now, click Quick search.

  • Details grid quick search

  • Select, in the left-most dropdown, the field you want to search. Calculated fields, which are calculated from the values in other fields, can't be searched and aren't listed.
  • Select, in the second dropdown, the comparison you want.
  • In the third field, enter the data you're looking for.
  • Press Enter on your keyboard or click Search.
  • Click Clear to undo the search, Cancel to undo the search and remove the quick search row.

RUN A REPORT THAT LISTS THE ITEMS CURRENTLY AT A JOB

  • In the Item assignments screen, run a quick search for the job you want.
  • Click the Reports icon in the grid menu.

  • Item assignments report menu

  • This menu is for a screen with 1 grid (if your screen has 2, the menu will list both). The first 6 choices (through Email) are all for the same report (the other options are described in reports).
  • Click Print. The report will appear in a window, from which it can be printed, and will include the columns currently displayed on your screen.

MAKE YOUR TRACKER 8 GRIDS AND REPORTS LOOK LIKE YOUR TRACKER 7 GRIDS AND REPORTS

Tracker 8 grids can be customized. And what you see on your screen is what you'll see in most reports, so customizing one customizes the other.

If you'd like to customize your grids, read about views or contact us and we'll show you how.


MAKE ITEM ASSIGNMENTS YOUR DEFAULT SCREEN

If you'd like the Item assignments screen to appear when you first open Tracker 8, make it your default screen.

  • Click the Utilities icon in the main menu then Preferences (if you see more than one tab, click User Preferences).

  • User preferences


  • Click the drop-down to the right of Default screen then Item assignments.
 

Tracker 7

Tracker 8

     

typical users

office and warehouse personnel

office, warehouse and field personnel

   

field users can use mobile devices to search for and order items

     

installation

on each computer

no installation necessary, cloud-based, runs in a browser

   

on-site server installation possible but not offered initially

     

internet access

possible with utilities like terminal server or citrix

standard, runs over the internet

     

mobile devices

not supported

specialized screens for mobile devices

   

designed to be used by field personnel for searches, orders

     

modules

employees (optional, extra cost)

employees (included, no extra cost)

 

custom reports (optional, extra cost)

custom reports (included, no extra cost)

 

portable barcode download (optional, extra cost)

portable barcode download (included, no extra cost)

 

supplies & small tools (optional, extra cost)

supplies & small tools (optional, extra cost)

 

billing (optional, extra cost)

billing (optional, extra cost)

 

repair & maintenance (optional, extra cost)

repair & maintenance (optional, extra cost, available Spring 2017)

     

pricing

one-time license + annual support fees

monthly or annual use fees, no up-front license fees

 

free lite version

low-cost lite version

 

no charge for view-only users

charge for view-only users

     

ORDER ENTRY

   
     

mouse & menu on a computer

works best if the user knows his organization's IDs

different screen for different users

 

works reasonably-well if the user knows descriptions

one for those who know their organization's IDs or descriptions

   

another for those who don't: utilizes a familiar 'add to cart' approach

 

supports separate barcode #s, no other cross-references

unlimited cross-references, e.g., barcode #s, manufacturer #s

     

touchscreen on a mobile device

not supported

specialized screens for mobile device users

     

stationary barcode on a computer

supported, data checked when entered

same

 

doesn't support separate barcode #s

supports separate barcode #s

     

portable barcode on a computer

supported, data not checked until uploaded

same

     

barcoding on a mobile device

not suppported

supported, data checked when entered

     

INTERFACE

grids in Tracker 7

similar concept, different name ('views') in Tracker 8

 

very limited organization-wide setup

designed for organization-wide setup

     

user customization

each user can have a different grid for the same data

each user can have any number of views of the same data

 

column widths can be changed but changes aren't saved

column widths can be changed, changes can be saved

 

organization managers can set up one default grid per table

can set up one default and any number of alternative views

 

all subsequent changes are user-by-user

subsequent changes can be by group or user

   

organization managers can change default, re-assign users, etc.

     

table-to-sub-table grids/views

not supported

supported

     

fields from other tables

cannot be added by users to grids

can be added by users to grids

 

can be added to reports

same

     

searches

quick 1-column searches

same

 

1-column search operator (e.g., 'starts with') can't be changed

users can pick from a list of operators

 

complex searches can be saved

complex searches must be saved

 

can only search for data in the table being used

can search for data in related tables

 

organization manager can't pre-define complex searches

organization managers can define any number of complex searches for all users in his organization

   

users can add additional user-specific complex searches

 

no default search

organization managers can define default searches for each view

   

users can over-ride that with a user-defined default

     

sorts

click a column heading to sort ascending, again to sort descending

same

 

complex sorts (2+ columns) not supported

any number of complex sorts can be created and saved

   

can include data from related tables in sorts

   

organization managers can define any number of complex sorts

   

users can add additional user-specific complex sorts

 

default sorts system-defined, users can't change

organization managers can define default sorts for each view

   

users can over-ride that with a user-defined default

     

REPORTING

search results can be passed from a grid to a report

same

 

customizing a grid doesn't change reports

reports generally replicate the columns displayed in a view

 

changing the sort in a grid doesn't change reports

reports generally replicate the sort order in a view

     

DATA

items automatically-assigned to default storage when added

items not automatically-assigned

     
 

categories assigned by item

categories (renamed for clarity and extended) assigned by description

 

unique (including vehicles)

vehicles, equipment and expensive tools

 

not unique

inexpensive tools

 

not unique not normally returned

consumables, serialized consumables and intangibles

     

BILLING

rates assigned by item

rates assigned by group

     
 

difficult to undo period-end bills and re-run bills for previous periods

easy to undo period-end bills and re-run bills for previous periods

     
 

hourly billing from meter entries, only

hourly billing from meter entries or clock time

     

SECURITY

   
     

user passwords

optional if employees module on

required

     

security levels

pre-defined, hard-coded

pre-defined by group, i.e., more fine-grained

     

field-level security

organization managers can exclude fields from grids

organization managers can define field access by group

     

TECHNICAL DETAILS

database, language, interface: Visual FoxPro 6

database: postgreSQL

 

no longer supported by Microsoft but common

language: javascript

 

Windows only

development environment: servoy

   

interface: jQuery, jQuery mobile, slickgrid

   

all open-source

   

all operate on multiple operating systems: Windows, Linux, etc.