Getting Started with Equipment Upkeep

Overview

What Is Equipments?

Equipments is your built-in asset registry. It is a centralized system for documenting, organizing, and managing every machine and physical asset in your operation. Track maintenance, prevent downtime, log issues, attach manuals, and build a complete service history for every asset, all in one place. No extra subscriptions, no separate tools.

Who Is It For?

  • Businesses - replace scattered spreadsheets, binders, and tribal knowledge with a single organized registry for every machine on your shop floor.

Key Features

  • Visual equipment cards with photos, name, model, and pending activity count
  • Full equipment detail record: name, model, manufacturer, item type, serial number, purchase date
  • Activities tab - link maintenance and project tasks directly to each machine
  • Checklist tab - create and track equipment-specific checklists
  • Notes tab - log operational observations and service notes
  • Files tab - attach manuals, inspection reports, and compliance documents
  • History tab - automated audit trail of all changes and updates
  • Parts tab (coming soon) - track replaceable components and consumables

Key Terms

  • Equipment Record - A digital profile for a single piece of equipment, containing all relevant information and linked activities.
  • Pending Activities - The number of open (not yet completed) activities associated with this equipment.
  • Archived - Equipment that has been decommissioned or removed from active use but kept on record.

How to Navigate Equipments

  1. Click Equipments in the left navigation panel under Productivity.
  2. The main view displays all active equipment as cards with photos, names, models, descriptions, and pending activity counts.
  3. Toggle between All Equipments and Archived using the tabs at the top.
  4. Use the search icon or filter icon to find specific equipment.
  5. Switch between grid view and list view using the icons at the top right.

How to Add New Equipment

  1. Click the + Add Equipment button in the top right.
  2. Fill in the required fields: Equipment Name, Model, Manufacturer, Item Type, Serial Number, and Purchased Date.
  3. Add a description in the Details field.
  4. Upload a Cover Image for the equipment.
  5. Click Save to create the equipment record.

Equipment Fields Explained

When you open an equipment record, the detail view contains the following fields:

  • Equipment Name (required) - The primary identifier for the machine.
  • Model - The model number or name.
  • Manufacturer - Selectable from a dropdown list.
  • Item Type - The equipment category, selectable from a dropdown.
  • Serial Number - The machine's unique serial identifier.
  • Purchased Date - Selectable via a calendar picker.
  • Details - A free-text description field, up to 3,000 characters.
  • Cover Image - A photo of the equipment, uploadable from your files.

How to View and Edit an Equipment Record

  1. Click on any equipment card in the list.
  2. The equipment record opens as a detailed panel showing all stored information.
  3. Click the edit (pencil) icon next to any field to modify it.
  4. Changes are saved automatically or upon clicking the checkmark confirmation.

Using the Tabs Inside an Equipment Record

  • Activities - Lists all maintenance tasks and work orders linked to this equipment. Shows name, status, priority, date created, and created by. Includes an + Add Activity button.
  • Checklist - A step-by-step checklist for maintenance or inspection procedures. Displays a completion percentage at the top.
  • Notes - A freeform section for team members to record observations or service reminders.
  • Files - Attach relevant documents such as manuals, inspection reports, and service records directly to the equipment record.
  • History - An automated log of all changes, updates, and activities related to this equipment over time, with timestamps.
  • Parts (coming soon) - Will allow tracking of spare parts and consumables linked to the machine.

Equipment Card Quick Actions

Hovering over an equipment card in the grid reveals a three-dot menu (···) with three options:

  • View details - Opens the full equipment record.
  • Archive - Moves the equipment to the Archived tab.
  • Delete - Permanently removes the equipment record.

How to Log Maintenance Notes

  1. Open the equipment record.
  2. Click the Notes tab.
  3. Enter your observation, service note, or calibration detail.
  4. Save. Notes are timestamped and stored permanently with the equipment record.

How to Attach Files to Equipment

  1. Open the equipment record.
  2. Click the Files tab.
  3. Upload the relevant document: manuals, technical drawings, compliance certificates, or inspection reports.
  4. Files are permanently stored with the equipment record and visible to your team.

How to Archive Equipment

  1. Open the equipment record.
  2. Click the Archive button at the top right of the record panel.
  3. Confirm the action. The equipment will be moved from All Equipments to the Archived tab.


Frequently Asked Questions

What does 'pending activities' mean on the equipment card?+
It shows the number of maintenance tasks or activities linked to that equipment that have not yet been marked as Done. A higher number means more outstanding work.
Can I attach files like manuals directly to a piece of equipment?+
Yes. Open the equipment record and click the Files tab to upload and attach documents directly to that equipment.
How do I track the maintenance history of a piece of equipment?+
Click on the equipment record and go to the History tab to see a full log of all past actions, updates, and completed activities.
Can I recover archived equipment?+
Yes. Go to the Archived tab, open the archived equipment record, and use the restore option to move it back to the active equipment list.
Does my equipment list appear on my Business Profile?+
Yes. Equipment added to your Equipments registry is reflected in the Manufacturing Capabilities section of your Business Profile. However, internal notes, activities, checklists and history are only visible to your team.


Troubleshooting

I can't find a piece of equipment.+
Use the filter or search icon on the Equipments page. Also check the Archived tab. he equipment may have been archived.
The equipment photo isn't displaying.+
The cover image may not have uploaded correctly. Open the equipment record and re-upload the image via the Cover Image section.
Changes to an equipment field aren't saving.+
Make sure you clicked the checkmark or confirmation button after editing. If the issue continues, refresh and try again.
The Checklist completion percentage isn't updating.+
Ensure you are checking off individual items in the checklist by clicking their checkboxes. The percentage updates in real time as items are completed.


Tips for Getting the Most Out of Equipments

  • Always fill in the Serial Number and Purchased Date fields. These are critical for warranty tracking and service history.
  • Use the Activities tab inside each equipment record to log maintenance tasks directly to a machine, rather than creating unlinked activities on the board.
  • The Parts tab is coming soon. Start planning which spare parts you'd want to track per machine so you're ready when it launches.
  • Use the Archived tab to retire old machines without losing their history. Archived equipment retains all linked activities and notes for reference.

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