Keep track of your equipment
List your own tools, machines and vehicles with who has each, what falls due on each and what is out of service. Mark the work done and keep its history.
On this page
Add an item
Open Tools, then Equipment, and click Add equipment. The form opens in a panel over the list. Type its Name, and if you like its Kind, such as Tester or Van, and its Serial number or rego.
Kind and Due for offer the ones your workspace already uses as you type. Pick one rather than typing it a new way, or Tester and tester become two kinds in the filters.
Choose who it is With. Only members of your workspace are listed, never a kiosk, and anybody invited who has not joined yet is marked Pending. With more than one location, the names are grouped under the location each person works at. + Add team member at the top of the list invites somebody new, and + Add from another company adds somebody who works in an associated company. Click Add equipment at the top right to save it.
Add what falls due
Click the item. Under Who has it and what is due, type what falls due in Due for, such as Calibration, Service or Rego. Choose its Next due date and click Save changes.
If it falls due again every so often, fill in Repeats every, such as 12 months. Next due counts from then offers two choices. The day it is done suits a calibration. The day it was due suits a rego, which renews on the same date each year.
A date turns amber when it is due soon and red once it has passed. Due soon starts 30 days ahead unless an admin changes it.
Mark it done
Click Mark done beside an item's date in the list, or under its dates in the item. Done on starts on today.
Next due fills itself in from Repeats every. Change it if the next date is different, or clear it when nothing falls due again. Add a Cost and Notes if you want them kept, then click Save.
The list moves the item on to its next date straight away. On the phone app, swipe an item left for Mark done, or tap the item and tap Mark done under its dates.
See what happened to an item
Click an item and scroll to History. Each line says what happened, on which day and who did it, newest first.
A Mark done line shows when the item is next due, what the work cost and the notes. A change says what changed, such as who has the item now.
Track more than one thing due
Click Settings beside Add equipment, tick More than one thing due per item, and click Save. A van can then carry its service and its rego, each with its own date.
Each item now has Add something else that falls due under its dates. Each thing due has its own Warn days ahead, and the cross beside it removes it.
Warn this many days ahead in the same panel sets when items turn amber across the whole workspace. A row in the list shows whichever thing due needs somebody first, and how many more the item has.
See every date on the calendar
Click Calendar in the sidebar, then choose Equipment in the dropdown beside Day, Week and Month. The dropdown's first choice names what your calendar books, such as Jobs or Shifts, and takes you back.
Each item sits on the day it is next due: red once overdue, amber when due soon and blue when later. A dashed date marked expected shows where a repeating date should fall next.
A green date marks the day work was done. A grey one marks the day an item went out of service or came back.
Click a date to open its item. A date still to be done opens with its Mark done ready. Click + on a day to add equipment already due that day.
Each item shows its name and its serial number or rego, which tells 40 of the same drill apart. On a narrow screen, drag the week sideways to see the other days.
On the phone app, tap the button beside the date at the top of Calendar, then tap Equipment. A week lists all seven days. A month lists only the days with something on them.
Mark it out of service
Click the item, tick Out of service, type Why, such as Failed calibration, and click Save changes.
When it is back, untick Out of service and click Save changes. The reason is cleared.
Find what needs doing
Type in Search to find an item by its name, serial number or rego, kind, what is due, or who has it. Every word you type has to match, so tester jane finds Jane's testers.
Choose Sort by to order the list by Soonest due, Name, Serial number, Kind, Who has it, Recently done or Recently changed. Serial numbers sort the way you read them, so PT-2 comes before PT-10.
Under the search, Kind, Model, With and Due for narrow the list to what you pick. Falls due narrows it to the next 7, 30 or 90 days. Each dropdown lists only what your items have, with how many of each, and you can type in it to search. A dropdown with only one choice stays hidden.
Each filter that is on shows as a chip above the list. Click a chip to take that filter off, or click Clear filters. The address holds every filter, so you can bookmark a filtered list or send it to somebody.
Click Overdue, Due soon or Out of service to show only those items. Each count is counted over the other filters, so Overdue beside a Kind of Tester counts testers. Click All to see everything.
Choose Group by, then Model, Kind or Who has it. Each group is one line with how many items it holds and how many are overdue. Click a group to see its items.
Each item shows its name and its serial number or rego, such as Makita drill · PT-000001. That tells units of one model apart. A long list shows 100 items at a time. Click Show 100 more under it for the next hundred.
Click an item to change it. The bin at the top right deletes it from the list and from Quick Glance. Closing the panel with changes you have not saved asks first, whether you click Cancel, the cross or outside the panel.
On the phone app, search at the top of the list, and tap the order beside it to change it. Tap Filters to filter and group the list the same way. A long list such as Model opens with a search box, and the arrow takes you back. Tap an item, or Add equipment, and the form opens over the list. Swipe an item left for Mark done, Edit and Delete, or press and hold it. Cancel asks before it throws away changes, and names the item.
See what one person has
Open Admin, then Members, and click a person. Their staff profile lists their gear under Equipment, with how many items they have and how many are overdue. The list shows the ten that need somebody first.
Click an item to change it or mark it done, in a panel over the profile. Its cross takes you back to the profile. Open in Equipment opens the whole list narrowed to them. Choosing them in With on the list does the same.
When somebody leaves or changes crews, choose who gets their gear in the list beside Give all, then click Give all. It asks first, and each item's History records who had it before and who has it now.
On the phone app, open More, Admin, Members and tap the person. Equipment lists their gear, and Give all to chooses who gets it.
Work on another location or company
If you run more than one venue, or more than one company in a group, click the location button beside Add equipment. Each company is a heading, with its venues under it.
Click a venue to see the equipment held by the people who work there. Equipment nobody has belongs to no venue yet. The page lists it only under the whole company, and says how many items that is.
Click another company to see and change its equipment without switching to it. What you add, change or delete there is in that company, and With lists that company's people.
On the phone app, the location button sits at the top of Equipment and works the same way. Tap it, then tap a venue or a company.
With another company chosen, the With list offers no Add team member. It tells you to switch to that company first.
Watch equipment from Quick Glance
On Quick Glance, click Edit layout, then Add widget, then Equipment. Click Save layout.
The card shows Overdue, Due soon and Unavailable. Due soon counts the items inside their warning, 30 days unless an admin changes it. Unavailable counts the items out of service.
Click Open Equipment to see which items they are, and who has each.
Click the round + on the card, or on its row in List, fill in the same form as the Equipment page, and click Add equipment. The card shows its numbers straight away. With none yet the card reads No equipment yet, and Add does the same.