Equipment Management: An Overview
In this Article:
Welcome to your one-stop shop for managing all your company’s gear in Site App Pro. The Equipment Management system makes it easy to track everything—from small hand tools to heavy machinery and vehicles—without the headache.
The goal? To keep your gear safe, compliant, and ready to go. With detailed records for each item, you can stay on top of maintenance schedules, check safety certificates, track locations, and give your team the info they need out in the field.
Core Components
Think of your equipment system like a digital filing cabinet. It's built to be flexible and scalable, whether you have ten items or ten thousand. It’s all built around three core concepts that work together to keep you organised and in control.
1. Organise with Categories
Categories are the foundation of your equipment system. They act as "smart folders" that you create to group similar types of equipment together. You can even nest categories inside other categories for a deep and logical structure (e.g., Vehicles > Utes > Ford Ranger ).
Most importantly, each Category defines the specific information (properties) you want to collect for all the equipment within it, ensuring consistency across your records.
2. Detail with Equipment Profiles
If Categories are the folders, then an Equipment Profile is the detailed file for a single piece of equipment. Each profile is a complete record, holding all the key information for that item, such as:
- Make, model, and serial number
- Clear photos for visual identification
- Compliance documents and expiry dates
- A record of completed and scheduled tasks associated with the item
- QR codes for instant mobile access
- Current status (Active, Inactive, Out of Service)
A well-maintained profile ensures that anyone on your team can instantly identify a piece of equipment and know its current state.
3. Control with Management Tools
Once your equipment is organised into Categories and detailed in Profiles, you need to be able to find and manage it efficiently. The Equipment List page includes powerful tools to help you:
- Search and filter your entire inventory to find specific items in seconds.
- View equipment by its status, last known location, or category.
- Perform quick actions like duplicating, moving, or archiving equipment.
These tools are designed to make the day-to-day management of your equipment list simple and fast.
Getting Started with your Equipment
Ready to set up your equipment? We recommend following these steps to get started correctly.
- Set Up Your Structure First: Begin by creating the Categories that make sense for your business. This is the most important first step.
- Learn How: Setting Up Equipment Categories
- Add Your Equipment: Once your categories are in place, you can start adding your pieces of equipment and filling out their profiles.
- Learn How: Creating and Managing Equipment Profiles
- Learn to Manage Your List: After your gear is in the system, familiarise yourself with the tools to find, filter, and manage it effectively.
- Tasks and Maintenance: Learn how to manage maintenance and assign tasks to your team.
- Learn How: Tasks and Maintenance: Track and Complete