Create an equipment library to manage your equipment and associate pieces of equipment with work orders, tasks, and inspections. Categories help keep your equipment organized and can include custom fields to capture structured details specific to each equipment type.
Building Admins can create, delete, and upload equipment and equipment categories from the dashboard. Building Engineers, Security Managers, Building Managers, and Engineer Managers can view and edit existing equipment records on both the dashboard and mobile app, but cannot create or delete equipment or categories.
- creating equipment categories
- adding custom fields to equipment categories
- creating equipment items
- editing an equipment item
Once pieces of equipment are added to your library, you can then assign a QR code to each for faster access.
Creating Equipment Categories
Note: Creating Equipment Categories is optional, but recommended in order to keep your equipment organized. Skip this section if you do not want to create categories.
- Navigate to the Maintenance module.
- Navigate to the Equipment Library page.
- Click on New Equipment Category in the upper right corner.
- Name the category (eg: HVAC Equipment).
- Click Save.
Adding Custom Fields on Equipment Categories
Custom fields let you capture structured information about equipment items within a category, such as inspection notes, condition ratings, or other details specific to that equipment type. Fields are defined at the category level and appear on every equipment item assigned to that category.
To add custom fields to a category, open the category and click + Add Custom Question. Each question includes the following:
- Question Prompt: The question as it will appear to the user filling out the equipment item form.
- Question Type: The format of the response field, such as Text: Short, checkbox list, or other available types.
- Question Label: How the question is identified in your responses and equipment table columns.
- Mark as Required: Check this to make the field mandatory when creating or editing an equipment item in this category.
You can add multiple questions and reorder them using the Move Up and Move Down controls, or remove them with the Remove link.
A few things to know about how custom fields behave:
- When creating or editing an equipment item, custom fields for the assigned category will appear on the form. Required fields must be completed before saving.
- If you change the category on an equipment item, the custom fields will update to reflect the new category's schema.
- Custom field responses are visible in the equipment item's detail view.
- Each custom field appears as its own column in the equipment table and in exports. If no response has been entered, the column displays "--".
Creating Equipment Items
- On the same Equipment Library page, click on New Equipment Item in the upper right corner.
- Fill out the form for the appropriate piece of equipment:
- Name (required): Name the piece of equipment
- Category: Select the category from the dropdown. This dropdown is populated after creating equipment categories.
- Building: In which building is this equipment located?
- Floor: On which floor is this equipment located?
- Suite: In which quite is this equipment located?
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Other Details: Use this section to organize information about each piece of equipment.
- Make, model, serial #, Install Date, Warranty End, Estimated Replacement Date, Install Cost, Replacement Cost
- Click Save.
Editing an Equipment Item
On the Dashboard
- Navigate to the Maintenance module.
- Click Maintenance Setup and and click Equipment Library.
- Click the edit icon next to the equipment item you want to update. The Update Equipment drawer will open with the item's current settings.
- Make your changes and click Save.
Note: The edit form includes a Set Equipment To Inactive option not available on the create form. Marking an item inactive excludes it from Maintenance schedules when they fire.
On Mobile
- Open the left side navigation menu and tap Equipment.
- Find and tap the equipment item you want to update.
- Tap Edit Equipment from the detail view.
- Make your changes and save.