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 no longer has to belong to a project. You can create an equipment record before it’s assigned anywhere — for example while it’s still being ordered or staged — and link it to a project later.
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 (optional — equipment can exist without a project) |
| 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 system enforces several consistency rules when saving equipment. These only apply once the equipment is linked to a project — equipment without a project skips them:
- 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
If you change the project on an existing equipment record and the currently selected site doesn’t belong to the new project’s customer, a confirmation dialog warns you that the site will be removed and lets you cancel instead of losing the site by accident.
Each piece of installed equipment has a Jobs tab listing every job it has been linked to, newest first, with a link through to each job’s record. This gives you a quick service history for a device without having to search the jobs list.
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.
Filling in a form for a group of devices — if a job has several devices that share the same form definition, the technician can fill the form once and apply it to all of them at once instead of repeating the same answers device by device. They can search/filter the device list, choose which devices to apply the form to, and choose per field whether to apply it to the group. An overwrite rule controls what happens to devices that already have answers: overwrite everything, skip devices that are already filled, or only fill devices that are still empty. File upload fields are never applied in bulk — a file belongs to one device, so those are always filled individually.