Adding Equipment
Adding equipment to your inventory creates a permanent record that tracks the asset throughout its lifecycle. A complete record makes maintenance scheduling, cost tracking, and assignment accurate from day one.
Quick Start: Add Equipment
- Go to Equipment from the sidebar
- Click the Add Equipment button
- Enter the equipment Name
- Pick a Category and Status (both default, so you only change them if needed)
- Add optional details (make, model, VIN, financials, assignment)
- Click Save Equipment
Creating a New Equipment Record
Step-by-Step: Create Equipment
- Open the Equipment list from the sidebar
- Click the Add Equipment button - the new-equipment form opens
- Enter the Name (the only required field)
- Set Category and Status if the defaults do not fit
- Fill in any optional details you have
- Click Save Equipment to create the record
Required Information
Only one field is required.
| Field | Description | Example |
|---|---|---|
| Name | Clear, descriptive identifier | "Drilling Rig 1" |
Category and Status are dropdowns with sensible defaults - they always carry a value, so you are never blocked on them.
Categories
| Category | Typical Use |
|---|---|
| Trucks | Service and transport vehicles |
| Trailers | Transport trailers |
| Drilling Rigs | Primary drilling equipment |
| Pump Hoist | Pump-hoist units |
| Tools | Hand and power tools |
| Safety Equipment | Safety gear and compliance items |
| General | Anything that does not fit another category |
Status Options
| Status | Meaning |
|---|---|
| Available | Ready for use |
| In Use | Currently in service |
| Maintenance | Under service or repair |
| Retired | No longer in the active fleet |
| Disposed | Sold, scrapped, or otherwise removed |
Use consistent naming like "Drilling Rig 1" or "Service Truck 2" for easy identification across your fleet.
Optional Details
These fields are optional but make equipment management more complete.
Identification
| Field | Purpose |
|---|---|
| Make | Manufacturer - helps with parts and service manuals |
| Model | Specific model for compatibility and specs |
| Year | Manufacture year for age and depreciation |
| VIN | Vehicle identification / serial number |
| License Plate | Registration info for on-road vehicles |
Capture VINs and serial numbers accurately - they are critical for warranty claims, recalls, and resale documentation.
Financial
| Field | Purpose |
|---|---|
| Purchase Date | When the asset was acquired |
| Purchase Price | Original price for depreciation tracking |
| Current Value | Estimated present value |
| Insurance Expiration | When coverage lapses, for renewal reminders |
Assignment
You can set an Assigned Employee and an Assigned Team right on the new-equipment form. If the chosen employee is not a member of the chosen team, the form shows a gentle heads-up - that can be intentional (for example, a fleet manager), but it is worth a second look. See Equipment Assignment for how assignment is managed afterward.
GPS
If the asset has a tracker, set the GPS Provider and Device ID so location shows up under GPS Tracking.
First Service Date
The form has a single Next Service Date and a Service Notes field for a starting reminder. Full recurring maintenance schedules are set up later on the record's Maintenance tab - see Maintenance Schedules.
Adding Photos and Documents
The new-equipment form does not upload files. After you save the record, open it and use the Files & Documents tab to upload photos and documents (JPG, JPEG, PNG, GIF, BMP, WebP, HEIC, HEIF, or PDF, up to 25 MB each) - owner's manuals, warranty docs, purchase invoices, and identification photos.
After Creation
Once saved, the equipment appears in your inventory list and is ready for:
| Feature | Description |
|---|---|
| Service logs | Record completed maintenance work |
| Maintenance schedules | Set up recurring service reminders |
| Employee assignment | Assign to a responsible person |
| Photos and documents | Attach manuals, warranties, and images |
| GPS tracking | Track location when a device is paired |
You can edit any equipment information at any time from the equipment record's Edit page.
Troubleshooting
Can't save equipment?
- Make sure the Name field is filled in - it is the required field
- Refresh and retry if the save does not complete
Category or Status not what you expected?
- Both are fixed dropdowns; pick the closest fit (use General for miscellaneous equipment)
Need to add a photo or manual?
- Save the record first, then upload on the Files & Documents tab
Related Topics
- Equipment List - View all equipment
- Maintenance Schedules - Configure schedules
- Service Logs - Record maintenance
- Equipment Assignment - Assign to employees