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Adding Equipment

Create new equipment records with required fields and specifications

Adding Equipment

Adding equipment to your inventory creates a permanent record that tracks the asset throughout its lifecycle. Proper setup ensures accurate maintenance scheduling, cost tracking, and resource management.

Quick Start: Add Equipment

  1. Go to Equipment from main menu
  2. Click Add Equipment button
  3. Enter equipment name and type
  4. Set initial status
  5. Add optional details (make, model, etc.)
  6. Configure maintenance schedule
  7. Click Save

Creating a New Equipment Record

Step-by-Step: Create Equipment

  1. Navigate to Equipment list
  2. Click Add Equipment button
  3. Form opens with multiple sections
  4. Complete required fields
  5. Add optional details as available
  6. Configure maintenance (optional)
  7. Upload attachments (optional)
  8. Click Save to create record

Required Information

The following fields are required to create an equipment record.

Required Fields

FieldDescriptionExample
Equipment NameClear, descriptive identifier"Drilling Rig 1"
Equipment TypeCategory for filtering/reportingDrilling Rig, Truck, Pump
StatusInitial availabilityAvailable, In Use, Maintenance

Equipment Types

TypeDescription
Drilling RigsPrimary drilling equipment
TrucksService and transport vehicles
TrailersTransport trailers
PumpsWater and service pumps
CompressorsAir compressors
ToolsHand and power tools
OtherMiscellaneous equipment

Status Options

StatusShows In SearchesDescription
AvailableYesReady for assignment
In UseNoCurrently deployed
MaintenanceNoUnder service/repair
RetiredNoNo longer in service

Use consistent naming conventions like "Drilling Rig 1", "Service Truck 2" for easy identification across your fleet.

Optional Details

While not required, these fields provide valuable information for complete equipment management.

Identification Fields

FieldPurposeWhy It Matters
MakeManufacturerParts ordering, service manuals
ModelSpecific modelCompatibility, specifications
YearManufacture dateAge tracking, depreciation
Serial NumberUnique IDWarranty, recalls, resale

Vehicle-Specific Fields

FieldPurposeRequired For
VINVehicle ID numberInsurance, registration
License PlateRegistration infoLegal compliance

Financial Fields

FieldPurposeBenefit
Purchase DateWhen acquiredWarranty tracking
Purchase CostOriginal priceDepreciation calculation
VendorWhere purchasedWarranty claims

Technical Specifications

FieldExamples
Engine Size6.7L Diesel, 454 HP
Capacity500 GPM, 200 HP
Dimensions40' x 8' x 12'
Power Requirements480V 3-phase

Capture serial numbers and VINs accurately - they're critical for warranty claims, recalls, and resale documentation.

Maintenance Configuration

During equipment creation, set up the initial maintenance schedule.

Maintenance Setup Options

SettingPurpose
Maintenance intervalsHours, miles, or calendar-based
Initial service dateStarting point for schedule
Current meter readingBaseline for usage tracking
Maintenance typesWhich services to track
Service providersDefault vendors/shops

Step-by-Step: Configure Initial Maintenance

  1. Scroll to Maintenance section
  2. Click Add Maintenance Schedule
  3. Select schedule type (calendar or usage)
  4. Set interval (e.g., 250 hours, 90 days)
  5. Enter last service date
  6. Enter current meter reading
  7. System calculates next due date

Attachments

Upload important documents related to the equipment.

DocumentPurpose
Owner's manualOperating procedures
Service guideMaintenance specifications
Warranty docsCoverage details
Purchase invoiceProof of ownership
Compliance certificatesRegulatory proof
Insurance documentsCoverage records
PhotosVisual identification

Step-by-Step: Upload Attachments

  1. Scroll to Attachments section
  2. Click Add Attachment
  3. Select file from computer
  4. Add description (optional)
  5. Click Upload
  6. Repeat for additional files

After Creation

Once saved, the equipment appears in your inventory list and becomes available for:

FeatureDescription
Service log entriesRecord maintenance work
Maintenance schedulingSet up service intervals
Project assignmentsAllocate to jobs
Cost trackingMonitor expenses
GPS device pairingTrack location
QR code generationQuick mobile access

You can edit any equipment information at any time by accessing the equipment details page.

Troubleshooting

Can't save equipment?

  • Ensure all required fields are complete
  • Check name isn't already in use
  • Verify status is selected

Type not in dropdown?

  • Contact admin to add custom types
  • Use "Other" temporarily
  • Check filter isn't hiding types

Attachments not uploading?

  • Check file size limits
  • Verify file format is supported
  • Try a different browser

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