Managing Equipment and Equipment Requests

Step by step

1. 1

   Understand the Equipment Overview

   At the top of the Equipment page, review the summary that shows:

   • Total equipment checked out
   • Total equipment available
   • Total overdue returns

   This gives you a quick status of all loaned equipment across your company.

2. 2

   Add a Single Equipment Item

   At the top right corner, click the Add Equipment button. In the Add Equipment form:

   • Upload an image of the equipment (recommended for easier identification later).
   • Enter the Equipment Name, Serial Number, and Model (all three are required fields).
   • Optionally assign the equipment to a Warehouse.
   • Optionally add a Short Description or any additional information about the equipment.

   When all required details are filled in, click Add Equipment to save.

   
3. 3

   Add Multiple Equipment Items in Bulk

   If you have many equipment items to load, use the Add Bulk Equipment option.

   • Download the sample Excel template provided.
   • Enter all equipment details into that Excel sheet, following the template format.
   • Upload the completed Excel file back into the system.
   • Click Submit to create all the equipment records in bulk.

   
4. 4

   Assign Equipment to Users and Jobs

   Once your equipment list is ready, you can assign and track each item.

   • When someone takes a piece of equipment, click the Assign to User button on that item.
   • Select the specific User who will be responsible for the equipment.
   • Optionally assign the equipment to a specific Job.
   • Set the Expected Return Date.
   • For accountability, have the user sign digitally in the provided signature field.
   • Click Assign to complete the checkout.

   The equipment status will update from Available to Assigned, so there is always clarity on who has what.

   
5. 5

   Tag Equipment with Categories

   To make filtering and reporting easier, tag equipment with the same categories used for materials.

   • Click the Assign to Categories button on the equipment item.
   • Select the relevant categories.
   • Save your changes to enable better filtering and organization.

   
6. 6

   Process and Track Equipment Requests

   Go to the Equipment Requests section to manage the approval workflow.

   • When a team member requests a piece of equipment for a job and provides an expected return date, the request appears in the Pending tab.
   • An admin reviews the request and either Approves or Rejects it.
   • Approved requests move to the Approved tab; rejected ones move to the Rejected tab.

   Each approval captures a digital signature for accountability. When the equipment is returned, the Return Request is processed and the record is closed.

   
7. 7

   Monitor Overdue Returns and Maintain Accountability

   The Expected Return Date on each assignment feeds into the Overdue Returns counter.

   • Check the overdue returns counter regularly (at least once a week is recommended).
   • Follow up on any overdue equipment using the recorded name, signature, and date associated with each checkout.

   

By consistently using this tracking process, every checkout has a clear owner and timestamp, which greatly reduces the risk of equipment going missing—whether it’s a small tool or a high-value item like a ten-thousand-dollar drone.