Sections in this article:

Overview
Importing Equipment From Previous System
Equipment
- A. Adding a New Piece of Equipment
- B. Searching for Equipment and More!
- C. Exporting Equipment to Excel
- D. Viewing Work Orders on Equipment
- E. Save and/or Load Filter
- F. Barcodes within Work Orders
Inventory
- A. Adding and Managing Inventory
- B. Searching for Inventory Item
- C. Export Inventory Items

Overview

Asset Pro is a great feature available on certain subscription tiers of Work Order & Asset Management! This feature allows eSPACE to automatically generate a bar code for each 1. equipment piece and 2. inventory item that you manually add to your Work Order & Asset Management account. Once added, you can print those bar codes and post them on the equipment and inventory items at your campus. Then you can use the eSPACE mobile app on your phone to scan the bar codes and enter work orders for them or adjust inventory.

Different eSPACE Subscription Tiers include Different Features

- Click here to see which features are included with each tier!

Viewing Your Subscription Details

Each eSPACE admin with access to Billing can view what subscription tier your organization currently has and everything that is included in their account under Settings > Other > Billing > Manage.

If an equipment piece or inventory item has not yet been added to your Work Order & Asset Management account, then you can scan the bar code on the item with the Scan option in the eSPACE app and add it as either an equipment piece or inventory item. Once you add a new equipment piece, you will have the ability to Edit Equipment, Add New Work Order or Add to an existing Work Order. Once you add a new inventory item, you will then have the ability to Adjust Inventory (so that it is included in "Current Inventory") and/or Add to an existing Work Order.

For those that are on an eSPACE subscription tier which includes Asset Pro, you will be able to generate bar codes for each equipment piece, print them, and place them on equipment & inventory. Then users will be able to scan the bar codes to quickly add a work order or adjust inventory for that item.

Importing Equipment From Previous System

Depending on your current management of assets, there are a few ways that our team can assist you with importing your equipment into our system. Please reach out to Support via email (support@smartchurchsolutions.com) OR by clicking on the Help drop-down menu, located on the top right of your dashboard and then select Support. Each subscription tier offers a different amount of equipment that can be added. Depending on how many equipment pieces you want to be uploaded to your account, please know that it may require an upgrade to the next subscription level.

Equipment

A. Adding a New Piece of Equipment

When you add equipment in Work Order Management, you now have the ability to add your own Equipment Identifier (Equipment ID) or leave it blank and a system generated unique identifier will be used. This will generate a barcode for the piece of equipment.

After adding the HP Envy computer, you can see that a barcode was automatically generated for it below.

When adding equipment, the Identifier will always begin with an "E".

Add an image to the piece of equipment as well!

Add an image of the equipment to help you further identify it

B. Searching for Equipment and More!

To start your equipment search, users can go to Equipment, located on the left sidebar of the dashboard. Admins have the ability to also choose Settings > Basic > Equipment to begin the equipment search.

If you have over 500 pieces of equipment added, you will need to enter data into the various fields/filters to narrow down your search. As you select the filters, the equipment list will be displayed right away on the bottom half of the page, based on your selection. The more filters that you select, the more streamlined your search will be!
Notice that a new filter has been added called Equipment Identifier (see attached image above). This is an identifier (barcode) that is unique to the piece of equipment that it is associated to that cannot be shared with any other piece of equipment or inventory item.
Once you've added all your filters, if you want to save them, you can do so by clicking Save Filter on the top right of your screen.
When searching equipment and viewing equipment on the bottom of the page, you can expand the equipment item by clicking the expand button (+) to see all Past and Upcoming work orders it is associated to.

You will only be able to view 500 rows of equipment; however, you can select Export Equipment to view all of your equipment and see all rows.

C. Exporting Equipment to Excel

If you choose to export your equipment, a new window will be displayed where you can select the fields that you want to export. You can also change the output of your export by changing the order of your column headers.

Exporting Equipment with Barcodes

If you are on a subscription tier that includes the Asset Pro feature and you want to export bar codes for your equipment, then make sure to check "Equipment Identifier Image" before exporting.

Then once it's in Excel, you will see a column that has all the bar codes and choose to print the Excel doc.

D. Viewing Work Orders on Equipment

When searching equipment and viewing equipment on the bottom of the page, you can expand the equipment item by clicking the expand button (+) to see all Past and Upcoming work orders it is associated to.

E. Save and/or Load Filter

You can easily save your search filters by selecting the green Save Filter button,

You can then give your filter a Name, mark it public if you want others within your org to be able to access it, and then select SAVE.

To load a Saved Filter, simply click the Saved Filter button on the top right of screen and then select the blue Load button to the right of the filter that you want to run.

F. Barcodes within Work Orders

The barcodes will be an easy way for equipment and inventory items to be associated within a work order. There are a couple of different ways that this can happen.

Adding or Editing a Work Order - In the process of creating or editing a work order and when adding Equipment, the user can type in the Equipment Name OR ID (or scan the barcode). Once an Equipment ID is entered, the system will find the matching record and populate all the appropriate fields that it can figure out by looking up the item.

Once the equipment has been added to the work order, you will then see the Equipment Details displayed (see below).

Under the Costs tab, you will see the equipment and Item Identifier associated.

Inventory

A. Adding and Managing Inventory

When adding and managing inventory, you will have an additional field to add your own Item Identifier (Item ID) or leave it blank and a system generated unique identifier will be used. This will generate a barcode for the inventory item.

You can see that an Item Identifier and barcode were automatically generated when I saved the new item because I left the Item Identifier blank (see below). Notice that the Item Identifier begins with an "I".

B. Searching for Inventory Item

Users can go to Current Inventory, located on the left side of their dashboard to search for an Inventory Item. Admins can also go to Settings > Advanced > Current Inventory. Go to the Search box and start entering the item you are looking for.
Admins also have the ability to choose Settings > Advanced > Inventory Items to begin a search.
- Once you have more than 500 Inventory Items, you will need to begin entering data into the fields (filters) to display any results.
- You can also save filter settings and then later click "Saved Filter" and choose one in order to quickly use it again.

C. Export Inventory Items

To export desired inventory items, go to Inventory Items, filter your search (ex: select inventory item type) and then select Export to Excel. The output will include the Inventory Identifier; however, no barcode will be included.