The Equipment section is where you track everything your team works with — vehicles, power tools, plant, machinery. Before you add a single item, spend a few minutes on Categories, because they're what make the whole system work.
What categories do
Think of a category as a blueprint. When you create a category — say, Vehicles — you decide what information every vehicle should capture: registration number, WOF date, next service. Every vehicle you then add automatically inherits those fields. Set the template once, and it applies consistently to everything inside it.
Before you start, plan out your equipment types on paper. A simple list — Vehicles, Power Tools, Lifting Equipment — saves a lot of back-and-forth later.
Setting up a category
Click Equipment in the left menu, then Settings.
Click Add Category and give it a name.
Tick the properties relevant to that type of equipment — for Vehicles you might tick Registration Number, WOF Expiry, and Next Service Date.
Set a Primary ID — the single most important identifier for items in this category, such as a registration number or serial number. This is what your team sees first when they look up equipment on the mobile app.
Click Save.
Repeat for each equipment type. You might end up with four or five categories to start.
Adding a piece of equipment
From the Equipment list, click the Add button.
Give the item a specific, recognisable name — "Makita 18V Impact Driver" serves your team better than "Drill".
Select the Category you just set up. Its identification fields will appear automatically.
Fill in the relevant fields and upload a photo if you have one.
If you're using QR code stickers, toggle on QR Code and enter the 7-digit number from the sticker. Your team can then scan it to instantly pull up the item's profile on their phone.
Click Next to fill in the technical details, then Save.
The equipment profile
Open any equipment profile and you'll see it organised across tabs:
Details — key information and the item's last known location
Task List — maintenance tasks and inspections
Resources — attached manuals and certificates
Completed Forms — every form that's referenced this item
Each profile also has a Status: Active, Out of Service, or Archived. If something goes in for repairs, mark it Out of Service so your team knows not to use it.
Adding lots of equipment at once
If you have a large fleet or asset list, use bulk upload instead of adding items one by one.
Click the dropdown arrow next to the Add button and select Bulk Upload Equipment.
Download the CSV template and fill in your details — one row per item.
Upload the completed file.
Name and Category are required for every row. If you're new to bulk uploading, test with five or ten items first before uploading hundreds at once.