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Equipment Overview

Add, Assign, Update, Import/Export, Time Tracking, QR Codes

Written by Josan Garcia

Dashboard > Equipment

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

Be sure to provide your team with the appropriate permissions for Equipment

Understanding the Equipment Module

The Equipment module allows you you to view, track, and manage your Equipment at both the Company and Project level. This article will help you to better understand how to utilize both your Company Equipment module and Project Equipment module, so that you can securely manage all of your Equipment.

Company Equipment Module

The Equipment module in your Company Dashboard allows you to track all of your Equipment. whether assigned to a Project or not. Here you can Add, Edit, Archive, and Export your Equipment, as well as record any services for your Equipment, Log your Equipment's usage and much more!

When viewing the Company Equipment module, you'll see three tabs:

Main List

Your Main List tab give you your full list of Equipment. Here, you can see all the Equipment within your Company and where it's located.
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On the Main List tab, we can add new equipment, as well as manage any of the existing equipment listed. Let's get started!

Adding New Equipment

Adding new Equipment is quick and easy!

  1. Start by clicking on the blue "+ Add Equipment" button at the top left of your screen

  2. A new screen will open where you can then enter all the details for your equipment

    1. Status - This is the condition of your equipment. Choose from Excellent, Good, Fair, Poor, Damaged, Missing, or Out of Service

    2. Location - this is where your equipment is located. Choose from a specific Project, User, Toolbox, or Toolshed

    3. Is Rental Item? - If you are renting this Equipment, click this box

    4. Is Service Item? - Service Items are defined as a distant item that is necessary to complete a service. They are generally not associated with an asset. Services can often include labour, tools, and materials but are billed as one unit as part of the overall service.

    5. Time Tracking? - Check this box if you want to be able to track your equipment's usage in Time Entries

  3. Fill out all the other necessary fields for your new Equipment (only Name is required)

  4. Add any attachments needed for the equipment

  5. Click "Save" to save your new equipment

Managing/Editing your Equipment

Once you've added your equipment, you can make any necessary updates to it. This might include adding service records or archiving older pieces of equipment no longer used.

To start, click on the Equipment you wish to update. Your Equipment screen will open and you will see four tabs:

Profile

The profile tab is all the information you entered when adding it. In this view, you can update your equipment's location or status, add any attachments needed, or make any changes to your equipment's information.

Don't forget to save any updates or changes with the "Save" button at the bottom right of the screen.

Maintenance

Your Maintenance tab is where you can store all of your equipment's records, service records, or log its usage.

To start, let's choose how you want to track your equipment's usage by selecting either Kilometers, Miles, or Hours at the top of the screen.

  • Add Unit Log - Add a log of your Equipment's usage based on the units chosen (Kilometers/Miles/Hours)

    • Click on "Add Unit Log" at the bottom right of your screen

    • A new screen will appear where you can enter the units recorded on your equipment

    • Click "Save" to save your Unit Log

  • Add Service Item - Add any service items for the equipment. These might be repairs made on the equipment.

    • Click "Add Service Item" at the bottom of your screen

    • A new screen will appear, and you can enter the details of the service performed on the equipment. Include any reminders for follow ups, and add any attachments needed.

    • Click "Save" to save your service item

  • Add Record - Add any necessary records for your equipment. These could be certifications or routine inspections.

    • Click "Add Record" at the bottom of your screen

    • A new screen will appear where you can enter all the details of your equipment record. Include reminders for expiring records, and add any necessary attachments.

    • Click "Save" to save your Record

Reports

Your Reports tab are where you can view and manage your Equipment Forms.

Lets start with filling out a form!

  1. Select the form you want to fill out and click "+ Add Form"

  2. Your form will open - fill out as needed and Save.

Once your form is complete, let's manage it with our Actions menu!

Under your Actions dropdown, you can choose the following:

  • Multiple PDF Export - Export your selected forms in one PDF file

  • Lock/Unlock - Prevent editing of your completed forms by locking them, or unlock them if edits are needed.

  • Bulk Edit - Make updates to multiple forms at once:

    • Lock/Unlock

    • Assignee

    • Assigned Date

    • Status

    • Label

Log

Track the movement of your Equipment in the Log tab. Here, you'll see where your equipment is currently located, as well as its location history.

Use your Actions dropdown to Export your equipment's log history, or Delete any unwanted logs.

Managing Equipment w/Actions

Using your Actions menu allows you to make edits to multiple pieces of equipment at once.

Export CSV

Select this option to export all equipment listed in your Main List to a CSV file. Once clicked, your file will be emailed directly to you.

Export Selected

Export just the Equipment you choose with the Export Selected option

  1. Check the box beside your equipment to select it

  2. Under the Actions menu, click "Export Selected"

  3. An email with your zipped CSV file will be sent to you

Hot Tip! Don't forget to implement your filters to narrow down your Equipment search
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Move

Move your selected equipment to a new location.

  1. Select your equipment by checking the box beside their name

  2. Under the Actions menu, click "Move"

  3. A new screen will open where you can select the location (ie; Project, User, Toolbox, or Toolshed) Enter the preferred location into the field depending on your selection.

  4. Click "Move" to set your new location

Bulk Edit

Make changes to the information on your selected equipment all at once with Bulk Edit.

  1. Select the Equipment you want to edit

  2. Under the Actions menu, select "Bulk Edit"

  3. A new screen will open, and you can make the following changes to your equipment:

    1. Status

    2. Is Rental Item?

    3. Is Service Item?

    4. Time Tracking?

    5. Rate

    6. Classification

    7. Work Type

    8. Category

    9. Brand

    10. Model

  4. Click "Save" to save your edits.

Bulk Add Service Item/Record

Add Service Items or Records to multiple pieces of equipment at once.

  1. Select your equipment

  2. Under the Actions dropdown, select "Bulk Add Service Item" or "Bulk Add Record"

  3. Depending on which action chosen, a new screen will open, allowing you to enter all the information needed for either your Service Item or Record

  4. Click "Save" to save your new Service Item/Record

Archive

Archive multiple pieces of equipment at once.

  1. Select the equipment you want to archive

  2. Under the Actions menu, select "Archive"

  3. A pop up window will open asking if you are sure you want to archive your selected equipment.

  4. Click "OK" to archive

Once Archived, your Equipment will no longer show up in your Main List unless filtered by "Archived" Status

Toolshed

Your Company's Toolshed is useful to keep any unassigned or unused equipment in one location. Items stored in the Toolshed are kept separately from your active equipment, keeping things organized for your teams.

As with the Actions in your Main List page, you have the options of managing the Equipment inside your Toolshed with the Actions menu.

  • Export CSV

  • Export Selected

  • Move

  • Bulk Edit

  • Bulk Add Service Item/Record

  • Archive

Map

See where your equipment is located physically with your Map View.

Maintenance

Manage the maintenance of your equipment with the Maintenance tab. It allows you to keep track of and manage all the maintenance records of your equipment.

Note: If your system is using the Compliance Module, this Maintenance tab will not appear in your Equipment list - All Records (User & Equipment) will be listed there.

The Compliance Module is an add-on feature for SiteMax. If you are interested in Compliance, please reach out to your CSM.

As with the Maintenance tab in your Equipment's profile, you can easily locate your Service Items or Records. In this case, however, you will see your Service Items and Records for all listed Equipment

  • The Equipment name will be displayed in the designated Name column.

  • Additionally, important details like the record's Expiry Date, Expires/Next Service In (to let you know how many days you have before the Record Expires or the next service is), Reminder, Status, and the name of the User who created the record will be available in the columns.

Use your Filters to search maintenance records by their status: Active, Expired, Open, Completed, Archived, and Unarchived.

Reminders

Within the edit window, you can re-set reminders for yourself and others when a record is due to expire, or a piece of equipment is due for a service.

  1. Edit the issuing date of the last service record

  2. Edit the Expiry Date of the last service record

  3. Edit the date you wish to be reminded for when the next service date is due

  4. Edit your reminder recipients

Archive

If an equipment record has expired, you can archive it so it will no longer show up in your view page, unless you choose to filter your records by "Archived"
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To archive, select the record you wish to edit and select the "Archive" option. Hit the "Save" button, and the record has been archived.

Renew

If an equipment record has expired, and the new record will contain all the same information other than the expiry date, you can select the renew option. This will copy all the information from the expired record and allow you to set the new expiry date.
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To renew, select the record and select the "Renew" button at the bottom of the page. hit "Save" and your new record will be set.

Actions

Use the Actions dropdown menu to Export your Records or make edits to your Records in Bulk

Export CSV

Export a CSV list of your Equipment Records

  1. Click the Actions dropdown

  2. Select "Export CSV"

A CSV file will be emailed to you

Bulk Edit

Make changes to multiple records at a time with our bulk edit option.

  1. In the main view page, select the records you wish to edit, and from the Actions dropdown, select "Bulk Edit"

  2. A new screen will pop up and you will be able to make edits to the following

    1. Issuing Body

    2. Issued/Service Date

    3. Expiry/Estimated Next Service Date

  3. Click "Save" and your edited records will be saved within the system (Please note, these edits will affect all records selected, so be sure you are editing the correct items)

Archive

If you have several records that have expired or are no longer necessary, you can choose to archive them all at once.

  1. Select the records you wish to archive, and select "Archive" from the Actions dropdown menu.

  2. All selected records will now be archived.

Tool Boxes

Your Tool Boxes are a great way of easily moving groups of commonly used equipment between projects. Or just to allow you to store groups of Equipment together for easier management.

Your Tool Boxes tab allows you to view your existing Tool Boxes, create new Tool Boxes and move entire Tool Boxes to different Projects.

Adding New Tool Boxes

  1. To add a new Tool Box, click on the blue "+ Add Toolbox" button at the top left of your screen

  2. A new screen will open where you can enter the details of your new Tool Box.

  3. Click "Create" to save your Tool Box

Once your Tool Box has been created, go to the Main List tab to add equipment to your Tool Box.

Moving Tool Boxes

Move your existing Tool Boxes and all contents to different projects with the Actions menu.

  1. Select the Tool Boxes you want to move

  2. Under the Actions dropdown, select "Move to a Project"

  3. A new screen will open allowing you to fill in the Project you wish to move your Tool Boxes to.

  4. Click "Save" to save your changes

Tools Log

Much like the Logs tab in your Equipment profile, the Tools Log tab in your Equipment module will provide you with a complete history of all of your equipment movement.

Use your Filters to narrow your search by criteria, and you will see all of that search's history of movement.

Use your Actions menu to Export your logs into either a CSV or XLSX file

Or select specific logs you want to remove and under Actions, choose "Delete Selected"

Project Equipment Module

In the Equipment module in your Project dashboard, you can track all equipment assigned to that project. When you open the module, you'll see three tabs:

Main List

Your Main List tab provides you with the list of all equipment assigned to your project. Many of the features on the Main List tab of your Company Equipment module are available here.

Here, we can both add Equipment to the project, or even add new Equipment.

Adding Equipment to Project

  1. Click on the blue "+ Add to Project" button at the top left of your screen

  2. A new screen will open. Here, you can add one or multiple tools to add to your project, or search by Tags.

  3. Click "Save" to confirm the addition to your Project

Adding New Equipment

You can also add brand new Equipment to your system.

  1. Click on the blue "+ Add Equipment" button at the top of your screen

  2. A new screen will appear, allowing you to enter all the necessary information for the equipment.

    1. Status - This is the condition of your equipment. Choose from Excellent, Good, Fair, Poor, Damaged, Missing, or Out of Service

    2. Location - You'll notice that "Project" is automatically checked and the project you are in is selected. However, you can still choose a different location if you like. Choose from another Project, User, Toolbox, or Toolshed

    3. Is Rental Item? - If you are renting this Equipment, click this box

    4. Is Service Item? - Service Items are defined as a distant item that is necessary to complete a service. They are generally not associated with an asset. Services can often include labour, tools, and materials but are billed as one unit as part of the overall service.

    5. Time Tracking? - Check this box if you want to be able to track your equipment's usage in Time Entries

  3. Fill out all the other necessary fields for your new Equipment (only Name is required)

  4. Add any attachments needed for the equipment

  5. Click "Save" to save your new equipment

Managing/Editing your Equipment

You can make any necessary edits or updates to the Equipment located in your project. After clicking on the Equipment you want to manage, you will see a new screen with four tabs:

Profile

The profile tab is all the information you entered when adding it. In this view, you can update your equipment's location or status, add any attachments needed, or make any changes to your equipment's information.

Don't forget to save any updates or changes with the "Save" button at the bottom right of the screen.

Maintenance

Your Maintenance tab is where you can store all of your equipment's records, service records, or log its usage.

To start, let's choose how you want to track your equipment's usage by selecting either Kilometers, Miles, or Hours at the top of the screen.

  • Add Unit Log - Add a log of your Equipment's usage based on the units chosen (Kilometers/Miles/Hours)

    • Click on "Add Unit Log" at the bottom right of your screen

    • A new screen will appear where you can enter the units recorded on your equipment

    • Click "Save" to save your Unit Log

  • Add Service Item - Add any service items for the equipment. These might be repairs made on the equipment.

    • Click "Add Service Item" at the bottom of your screen

    • A new screen will appear, and you can enter the details of the service performed on the equipment. Include any reminders for follow ups, and add any attachments needed.

    • Click "Save" to save your service item

  • Add Record - Add any necessary records for your equipment. These could be certifications or routine inspections.

    • Click "Add Record" at the bottom of your screen

    • A new screen will appear where you can enter all the details of your equipment record. Include reminders for expiring records, and add any necessary attachments.

    • Click "Save" to save your Record

Reports

In the Reports tab you can view and manage your Equipment Forms.

Note: You can also fill out Equipment forms directly from the module. This can be found in the Equipment Reports tab.

Lets start with filling out a form!

  1. Select the form you want to fill out and click "+ Add Form"

  2. Your form will open - fill out as needed and Save.

Once your form is complete, let's manage it with our Actions menu!

Under your Actions dropdown, you can choose the following:

  • Multiple PDF Export - Export your selected forms in one PDF file

  • Lock/Unlock - Prevent editing of your completed forms by locking them, or unlock them if edits are needed.

  • Bulk Edit - Make updates to multiple forms at once:

    • Lock/Unlock

    • Assignee

    • Assigned Date

    • Status

    • Label

Log

Track the movement of your Equipment within the Project in the Log tab. Here, you'll see the full history of your selected Equipment within that project.

Use your Actions dropdown to Export your equipment's log history, or Delete any unwanted logs.

Managing Equipment w/Actions

Using your Actions menu allows you to make edits to multiple pieces of equipment at once.

Export CSV

Select this option to export all equipment listed in your Main List to a CSV file. Once clicked, your file will be emailed directly to you.

Export Selected

Export just the Equipment you choose with the Export Selected option

  1. Check the box beside your equipment to select it

  2. Under the Actions menu, click "Export Selected"

  3. An email with your zipped CSV file will be sent to you

Move

Move your selected equipment to a new location.

  1. Select your equipment by checking the box beside their name

  2. Under the Actions menu, click "Move"

  3. A new screen will open where you can select the location (ie; Project, User, Toolbox, or Toolshed) Enter the preferred location into the field depending on your selection.

  4. Click "Move" to confirm the relocation of your selected Equipment

Bulk Edit

Make changes to the information on your selected equipment all at once with Bulk Edit.

  1. Select the Equipment you want to edit

  2. Under the Actions menu, select "Bulk Edit"

  3. A new screen will open, and you can make the following changes to your equipment:

    1. Status

    2. Is Rental Item?

    3. Is Service Item?

    4. Time Tracking?

    5. Rate

    6. Classification

    7. Work Type

    8. Category

    9. Brand

    10. Model

  4. Click "Save" to save your edits.

Bulk Add Service Item/Record

Add Service Items or Records to multiple pieces of equipment at once.

  1. Select your equipment

  2. Under the Actions dropdown, select "Bulk Add Service Item" or "Bulk Add Record"

  3. Depending on which action chosen, a new screen will open, allowing you to enter all the information needed for either your Service Item or Record

  4. Click "Save" to save your new Service Item/Record

Archive

Archive multiple pieces of equipment at once.

  1. Select the equipment you want to archive

  2. Under the Actions menu, select "Archive"

  3. Click "OK" to archive

To locate any Archived Equipment, use your Filters and select "Archived" under the Status field

Tools Log

Your Tools Log tab shows you your complete history of Equipment assigned to your project. It will provide you with a list of every single piece of Equipment that has been assigned to your Project at any given time.

Use your Actions menu to Export any of your Equipment Logs into a CSV or XLSX file.


Or select specific Logs and Delete them


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Equipment Reports

Your Equipment Reports tab in the Project Equipment module works just like your Project's Site and Safety Reports module.

Adding Forms

Filling out a form in the Equipment Reports tab works just like Site & Safety Reports modules.

  1. Select the form you want to fill out

  2. Click the blue "+ Add Form" button at the top left of your screen

  3. A new screen will open, allowing you to select the Equipment to which the form will be associated.

  4. After selecting your equipment, click "Continue"

  5. Your form will open and you can fill in all necessary details and Save.

Managing Individual Forms

As with your Site & Safety Reports modules, you can make updates and manage your individual forms with the 3-dot button at the far end of the form's information bar

Lock/Unlock

Prevent any unwanted edits being made to your form by selecting "Lock" in the dropdown menu.

Conversely, if the form is locked, you can choose to "Unlock"

*Example of a Locked and Unlocked form

Update Project

Since your Equipment Reports are tied to your Equipment, you can actually assign your form to another project.

Update Label/Status

If you are working with Labels or Statuses for your form, you can update the existing ones.

Update Assigned Date/User

Update the assigned date for your forms or change the user the form is assigned to.

View History

View History is a super helpful tool for providing transparency in your forms. Here, you can see what's been done to the form, and by whom along with a timeline for these changes.

When you click on "View History" a new screen will open and you can see who created the form, who updated the form and what those changes were, whether the form was distributed and by whom, etc. Anything done to the form will show up in the form's History.

Manage Sign-Off

Here, you can view and manage any sign-offs to your form.

Here, you will see a full list of all users who have signed the forms PDF. Click on "View Sign-Off" to see the signature.

Note: If you see the Manage Sign-Off option as greyed out, it's because Sign-Off has not been enabled for your form.

To enable Form Sign-Off go to Company Settings > Modules > Forms

Find the form and click on the form's settings (gear icon) on the toolbar.

Check the box beside "Enable form sign-off" and click "Save" to save your update.
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Delete

You can delete your completed form at any time.

Important: Be aware when deleting forms, this action is permanent and cannot be reversed.

Managing Forms with Actions Menu

Manage and update multiple forms at once with the Actions menu.

Clicking on the Actions menu will provide you with a dropdown list of options

Multiple PDF Export

With the Multiple PDF Export action, you can export multiple forms in the PDF format.

  1. Start by selecting the forms you want to Export

  2. Under the Actions dropdown, click "Multiple PDF Export"

  3. A new screen will open where you will select the forms you want to export and the Download method:

    1. Download as Zip - This will provide you with a zip file containing all of your selected form PDFs

    2. View and Download Merged PDF - This option will open one complete PDF of all your selected forms that you can now download as one file.

Lock/Unlock Selected

Lock any Unlocked forms to prevent further edits to them. Or Unlock your Locked forms if they require editing with Lock Selected or Unlock Selected.

  1. Select the forms you want to Lock/Unlock and select the option you need

Your Locked column will show you if a form is Locked or Unlocked with the Lock icon.

Bulk Edit

Make changes to your form's information with the Bulk Edit Action.

  1. Select the forms you wish to edit, and under the Actions dropdown, click on "Bulk Edit"

  2. A new screen will open where you can choose from the following edit options:

    1. Locked/Unlocked

    2. Assignee

    3. Assigned Date

    4. Status

    5. Label

  3. Check the box beside the criteria you want to edit (you can choose multiple options) and enter the updated information

  4. Click "Save" to save your changes

Want to learn more?

Adding Cost Codes
Unique Cost Codes


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