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 Photos tab to upload photos and documents (JPEG, PNG, GIF, WebP, 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 Photos tab
Related Topics
- Equipment List - View all equipment
- Maintenance Schedules - Configure schedules
- Service Logs - Record maintenance
- Equipment Assignment - Assign to employees