Equipment Management Overview

With Equipment management, you can build a live inventory that your team can reference from anywhere. Quickly access important documents, track equipment details, and link corrective actions directly to the asset—so nothing gets lost in the shuffle.

How to add equipment types

To start your equipment inventory, we first need to build templates for the equipment type. This enables you to customize what information is collected from a type of equipment. Click admin in the bottom left hand corner and then click Equipment Types. Click add an equipment type, enter in the name and description if applicable. The basic information defaults to make, model, serial number, unit number, and image. You can then add additional fields much like the training templates and forms. For example, we are going to add license plate number, insurance provider, policy number, and insurance expiry date. Once complete, click save. Click the check plus icon to publish the template which is indicated by the green checkmark. This informs you that the template is active and ready for use. We are now ready to add equipment.

How to add equipment

To add equipment, click Equipment on the left hand navigation. Click the green "Add New" button and select the equipment type. This will then display the template you built to enter information about your equipment. Enter in a short description, toggle to make it active, enter in the information and add an image. This image will display on the equipment overview page for quick reference.

Once created, click on the equipment to add in any documents including user manuals or registration papers.

Any history for this equipment, including forms where it's referenced, or corrective actions tied to this piece of equipment will be searchable here.

Lets take a look at an example. We are now viewing the history for Ron's Truck. You will see there are vehicle pre-inspection checklists that are tied to it as well as a corrective action to fix an oil leak. Clicking on the item allows you to drill into it further and see all the details.

How to create a maintenance request corrective action

To log maintenance requests and ensure they appear in the equipment's history, create a corrective action specifically for maintenance—the equipment will automatically be linked to it. To do so, click on Admin, click Task Types, click create task configuration, enter in the title, description if required, note if you want this only accessible within a form then click create. Add in your form elements including the equipment select. We're going to leave the drop down blank because we want this to be available for all active equipment types. Once all looks good, click save and publish.

How to add equipment to your forms

Lets take a look how to add equipment to a form. In this example we will look at the vehicle pre-use inspection checklist. This form has been built with the inspection date, operator name, and a series of inspection questions. We are now going to add an equipment drop down. Under elements, we are going to add Equipment Select, enter in a label, and select the equipment type for this drop down. If this is left blank, all active equipment will display in the drop down. For the inspection questions, we want to ensure the maintenance request corrective action template is active. In the inspection question field properties, toggle allow action creation on, and select maintenance request. When all looks good click save and publish. Now when equipment is selected from the dropdown in a form, that form will appear on the equipment’s history page. The same applies to corrective actions linked to that equipment—they’ll also show up in the equipment’s history.