Installed Equipment
Installed equipment records track every device installed at a project site. This is different from assets (your company’s own tools and vehicles) — installed equipment belongs to or is installed for the customer as part of the project.
Equipment fields
Section titled “Equipment fields”| Field | Description |
|---|---|
| Name | What this device is called |
| Equipment type | Free text — e.g. “HVAC”, “elevator”, “fire panel” |
| Manufacturer | Who made it |
| Brand | Brand name (may differ from manufacturer) |
| Model | Model name or number |
| Serial number | The device’s unique serial number |
| Inventory number | Your internal inventory reference |
| Status | Planned, Installed, Active, Decommissioned, or Replaced |
| Installation date | When the device was installed |
| Commissioning date | When it was put into service |
| Decommission date | When it was taken out of service |
| Location description | Where in the building it is, e.g. “Roof — Plant Room B” |
| Site | The address where this device is installed |
| Project | The project this equipment belongs to |
| Contract | The contract under which it was installed |
| Warranty | The warranty covering this device |
| Service plan | The scheduled maintenance plan |
| Notes | Free text |
Equipment statuses
Section titled “Equipment statuses”| Status | Meaning |
|---|---|
| Planned | Ordered or planned but not yet on site |
| Installed | Physically installed |
| Active | Installed and operating |
| Decommissioned | Removed from service |
| Replaced | Replaced by another unit |
Validation rules
Section titled “Validation rules”- The contract must belong to the same project as the equipment
- The site must be an address belonging to the project’s customer
- The warranty must be linked to the same project
- The service plan must be linked to the same project
- Once linked to warranties, service plans, or customer requests, you cannot move the equipment to a different project
Inspection forms
Section titled “Inspection forms”Each piece of installed equipment can have one or more inspection forms assigned to it. An inspection form is a structured checklist that technicians fill in during a job.
Form definitions
Section titled “Form definitions”A form definition is a reusable template containing a list of fields, each with:
- Key — internal identifier
- Label — what the technician sees
- Type — text, textarea, number, date, yes/no, dropdown, or file upload
Dropdown fields require a list of options.
Creating a form definition — go to Projects → Form Definitions, click Add form, and add the fields.
Assigning a form to equipment — open the equipment record and add a form from the Forms tab. A form can be assigned to multiple pieces of equipment.
Filling in a form on a job — when a job includes equipment with forms assigned, those forms appear on the job under the Equipment tab. The technician fills them in; answers are stored against the specific job and equipment combination.