For Elevated Hire Pty Ltd, tracking scaffolding meant connecting two different views of the same equipment. Teams needed to identify individual components and record where they moved. The business also needed to understand the weight allocated to particular customers and jobs, because its hire model charged by the tonne, per week.
Kelly Tomsons, Director of Elevated Hire Pty Ltd, set out that distinction early in the Australian company’s evaluation of CloudScaff:
“We want to track based on items but invoice based on weight (we charge per week per tonne).”
— Kelly Tomsons, Director, Elevated Hire Pty Ltd
The requirement went beyond a total stock count. Elevated Hire needed information that could be understood by component, location, customer, and job, while keeping the process manageable for the people recording equipment movements.
Site teams now record those movements directly in CloudScaff. The change has brought less office administration, faster reporting, more accurate stock records, and greater efficiency both on site and in the office.
A large operation with several layers of detail
In its initial enquiry, Elevated Hire described a requirement for sixty employees to track scaffolding across more than forty locations. Its questions also described approximately two hundred item types and an equipment holding of around four hundred to five hundred tonnes.
| Initial evaluation requirement | Scope described by Elevated Hire |
|---|---|
| Employee access | 60 people |
| Operating locations | More than 40, plus a main warehouse |
| Inventory catalogue | Approximately 200 item types |
| Equipment holding | Approximately 400–500 tonnes |
These figures describe the scope presented during evaluation, rather than a current count of active software users or sites.
The structure of the work added another challenge. Elevated Hire could serve several customers at the same physical location. Even for one customer at one site, separate jobs could have different purchase orders, erection and dismantling dates, and hire arrangements.
A location name alone therefore did not provide enough detail. The office needed to distinguish the job and customer associated with the equipment, and preserve the references used in its commercial records.
Defining a practical starting point
Kelly’s evaluation covered inventory quantities, weight reporting, employee access, stock movements, supporting documents, and the ability to import existing information. She also explored quoting and invoicing, including minimum hire charges and different billing arrangements.
After reviewing the commercial process with the finance officer, Elevated Hire decided to keep quoting and invoicing in its existing workflow at that stage. Rates could vary by week and purchase order, with different invoicing schedules. The immediate priority became inventory management and the information needed to support that work.
Purchase-order references and identifiable job, site, and customer records were central to the proposed setup. Weight information also needed to be available in inventory outputs. This gave the implementation a defined focus: organise equipment records in a way that fitted the business’s operating structure, while continuing to handle billing separately.
Starting with prepared gear lists
At an earlier stage of adoption, Kelly described an office-led process for handling gear lists. People were completing PDF forms, and she was extracting those lists into an Excel document before importing them into CloudScaff deliveries.
The preparation of the spreadsheet happened outside CloudScaff. CloudScaff’s delivery import then provided a way to bring that prepared information into a delivery record, reducing the need to enter each component quantity again within the system.
That distinction matters for a busy office handling repeated equipment lists. The component codes and quantities still need to be prepared and checked, but a usable list can become the input to a delivery rather than another document to retype line by line.
Kelly was already using the delivery import when she asked about extending a similar approach to returns and transfers. Her request showed the value she placed on making repeated data-entry tasks easier. Those additional imports were discussed as development requests in the call; the documented working example was the delivery process.
Introducing the system in stages
Elevated Hire approached wider team access gradually. In the September meeting, Kelly was testing a scaffolder role and checking what people could see and do before extending its use.
The conversation covered access to sites, inventory requests, and the distinction between operational tasks and administrative control. Kelly wanted employees to work with the parts of the system relevant to their responsibilities, with additional functions introduced as people became familiar with the process.
The role configuration was adjusted during the session, and Kelly confirmed that the test account could then see the sites. The discussion also clarified how changes to an assigned role would reach its users when they next signed in.
This was a practical adoption process: test access, work through the intended tasks, and expand the workflow in manageable steps. The initial requirement for sixty employees described the intended scope of access; the sessions documented the preparation for wider team participation.
Site teams now record movements directly
Today, Elevated Hire’s site teams record equipment movements directly in CloudScaff. The workflow has progressed from Kelly preparing and importing gear lists in the office to site teams entering movement information into the system themselves.
This changes who records the movement in CloudScaff and how that information reaches the system. The earlier process used PDF forms, spreadsheet preparation, and a delivery import. Direct site entry gives the people handling movements a role in creating the inventory record.
Less administration and faster reporting
The benefits extend to both the site teams and the office. Elevated Hire has reduced office administration, improved the accuracy of its stock records, and made reporting faster. Its teams work more efficiently on site and in the office.
These results sit alongside a clear change in the workflow: equipment movements are entered by the site teams themselves. The office has less administrative work while continuing to use component and tonnage information to understand equipment allocations. For a business managing different customers and jobs at the same location, that combination makes the inventory process more useful in day-to-day work.
Reporting in the terms the business uses
Tonnage remained central throughout the working sessions. Kelly explained that her checks needed to show how much equipment was on each site and how much remained at the main yard, alongside the component information.
She identified the site-tonnage report as a report the business was using. Her feedback focused on getting a concise summary and making the information easier to locate, including consistent sorting. These were specific requests arising from work with the reports, rather than a general wish for more dashboards.
The sessions also worked through the difference between yard-level and site-level information. A view of the inventory holding answers a different question from a report about the equipment allocated to particular sites. Choosing the appropriate report was part of making the information useful for Elevated Hire’s checks.
An implementation shaped by everyday use
Elevated Hire’s adoption has developed from office-prepared delivery imports and role testing to direct movement recording by site teams. The working sessions also document Kelly’s use of tonnage reports and her feedback on how the system could better fit the operation.
Discussing the product’s development in the May meeting, Kelly said:
“So it just keeps getting better.”
— Kelly Tomsons, Director, Elevated Hire Pty Ltd
Elevated Hire’s experience illustrates a practical way to introduce inventory software: start with the information the business needs, preserve the distinctions between customers and jobs, and build team participation around the tasks people perform. Direct site recording now supports a more efficient operation, with less office administration, faster reporting and more accurate stock records.
Based on Elevated Hire’s correspondence and working sessions with CloudScaff, with the current site-entry workflow, Kelly Tomsons’s title, and qualitative operational improvements confirmed by CloudScaff’s Byron Wood in October 2026. Figures describe the initial evaluation scope; improvements are not quantified.