Add and Manage Your Equipment

All Admins within Work Order Management have complete access and can manage equipment.

• However, if an Admin gives a Sub-Admin permission rights to manage equipment, they will also see the Settings > Basic > Equipment tab on their dashboard (see below). 

Once equipment is added, you can assign it to work orders (based on the spaces and service category assigned to the work order) and preventative maintenance schedules (based on the service category and space chosen).

Adding Equipment 

To add equipment, go to Settings > Basic > Equipment located on your left side bar. 

then choose "Add New Equipment" (see below).

• Bar code capabilities are included with Asset Pro as well as Vehicle Pro: Asset Pro: Getting Started, Vehicle Pro | Add-on

Add the Equipment Name, associate the equipment with one or more Service Categories, add the Equipment Description, add the Location of the Equipment.

Additional Equipment Fields

Several additional fields are available to include with your equipment including Manufacturer, Model #, Serial #, Date-in-Service, Warranty Exp - Parts, and Warranty Exp - Labor.  You are also able to upload images or documents to associate with your equipment.  

• When the Warranty Exp - Parts expire, the name of the equipment will be highlighted in RED as well as the expiration date

Finally, select the space where the equipment is located to finish your entry (make sure that this "space" is a "child" space in the hierarchy and not a "parent" space).

Then choose Save or Save and Add Another.

Assigning Equipment on a Work Order

• On a work order, when a space is selected,

• ..the equipment that has that space assigned to it will be able to be added to the work order as well.

• If you are unable to select a piece of equipment on a work order, then check to see what spaces are assigned to the work order and then go to Settings > Basic > Equipment and check to see which equipment is assigned to the space(s) chosen on that work order. Make corrections as needed.

Adding Custom Fields to Work Orders or Equipment

If you want to include more information about your equipment, you can add your own User Defined Fields.  Learn more at the link provided below. 

• Add User-Defined Fields to Work Order Requests or Equipment

Exporting Equipment List

If you want to export your equipment list, click on the green "Export Equipment" button. Then you will be directed to another page where you can select any or all the fields you want to export and even order them according to how you want to see them.

Retiring Equipment

Once equipment is added, you will be able to indicate when equipment is retired by selected the retired toggle button shown below.  You will only see this toggle when you EDIT equipment that has previously been added.  

Retired equipment still counts towards the equipment count because we're keeping the historical data accessible. However, deleted equipment does not count towards the equipment count.

Tracking Work Orders Associated to Equipment

Within "Equipment", you can track the work orders associated with each piece of equipment. This will help with the future planning of replacements as well as help manage the people working on them.