Your coolant log shouldn’t live on a clipboard

Why coolant tracking matters

Concentration drifts low and tools start burning up. It drifts high and you’re throwing money down the drain, parts come off sticky, and operators break out in rashes. pH slides and the tank goes rancid over a long weekend. Every machinist knows the failure modes. The hard part has never been knowing what to check, it’s keeping the checks happening and keeping the numbers somewhere useful.

Most shops track coolant on paper next to the machine, on a whiteboard, or not at all. The data dies where it was written. Nobody sees the trend until a tank fails, and when a quality auditor asks for coolant maintenance records, someone spends an afternoon hunting for a binder.

What TaktFlow does about it

• Log in seconds, right at the tank. Every machine gets a QR code. Scan it with any phone, enter the concentration, pH, or TDS reading, add a photo if you want, and you’re done. No walking back to a computer, no login friction for the floor.
• See the drift before it becomes a problem. Every sump gets a concentration trend chart with your min and max spec bands drawn on it. TaktFlow also projects the current drift forward, so a tank heading out of spec shows up before it gets there.
• Overdue checks surface themselves. Set a check frequency per machine and the Coolant Hub shows exactly which tanks are overdue, so coolant checks stop depending on memory.
• Audit-ready history, one click. Every reading is timestamped and attributed. Corrections are tracked, never silently overwritten. When the auditor asks how you maintain coolant, you print the record instead of hunting for the binder.
• Top-offs and refills, costed. Log gallons added and actions taken (top off, full recharge, skim), so you can actually see what each tank costs you over a year.

Want to automate the readings?

Manual logging is where every shop should start, it takes seconds and it builds the habit and the baseline. For shops that want hands-off data, TaktFlow’s Enterprise plan includes self-service device integrations: bring your own sensor hardware (ESP32-class devices) and feed tank-level and meter signals straight into the same charts and alerts. No proprietary hardware lock-in.

Coolant tracking that lives inside your CMMS

Standalone coolant apps and spreadsheets put your coolant data in yet another silo. In TaktFlow, coolant lives next to everything else about the machine: preventive maintenance, work orders, downtime, tooling, and safety records. A rancid tank becomes a work order in two taps. Coolant checks can ride along on your daily operator checks. One system, one history per machine.

Coolant tracking is included on every TaktFlow plan from Basic ($79/mo flat) up, alongside PMs, work orders, inventory, and quality checks. Flat pricing, not per seat, so the whole floor can use it.