Equipment

What it's for

Equipment is the registry of every unit your shop has on file — what it is, who owns it, where it sits, and what has been done to it. Work orders, agreements, inspections, and proposals all hang off these records, so a unit that isn't here can't be scheduled, covered, or quoted against.

Reach it from Service & Assets → Equipment in the sidebar, at /equipment. You also land here from a customer's record, from the equipment health tiles on the dashboard, and from any link that names a unit. Opening a unit takes you to /equipment/<unit>, which is the same screen showing one record instead of the list.

For the step-by-step job of adding and labelling a unit, see Manage equipment records.

Tabs

The list has no tabs. It has four view pills across the top instead — those are covered under Panels and controls.

A unit's record has five tabs:

• Service history — every visit logged against this unit, newest first. The count beside the label is how many recent visits are loaded.
• Specs — the nameplate: manufacturer, model, serial, type, tonnage, efficiency ratings, refrigerant, and electrical. Matched components are listed underneath when the unit has any on file.
• Inspections — completed inspection and maintenance results for this unit, with the readings each one recorded.
• Bulletins — manufacturer bulletins matched to this unit. The count beside the label is how many are on file.
• Agreement — whether this unit is covered by a service agreement, and by which one.

Panels and controls

The rail (left)

A standing list of units ranked by risk, so the ones that need attention stay in front of you while you work through the screen.

• Search box — searches the full registry, not just what the rail is currently showing.
• Filter chips — All, At risk, and Warranty exp., each with a count. These narrow the rail only; the list on the right keeps its own filters.
• Each row shows the make and model, the owning customer, the install year, and the count of callbacks. On the right it shows the risk percentage, or a warranty note when there is no risk score to show.
• The footer counts how many rows the current chip is showing out of the total.
• Only the highest-risk unit is drawn in red. That is deliberate: one red item per list, so red keeps meaning something.

The list (right)

• Search covers make, model, serial number, and the owning customer's name, all at once. One box, four fields.

• View pills narrow the list:

  • All — every unit on file, with the org-wide count beside it.
  • At risk — units with a callback in the last twelve months, an expired warranty and no agreement covering them, or an age past the typical fifteen-year service life. This pill is a close approximation, not the exact risk score — it decides which units get scored, and the Risk column shows the real number.
  • Warranty exp — warranties already expired, or expiring within ninety days.
  • Under agreement — units covered by an active or up-for-renewal agreement, whether that agreement names the site or the whole customer.

• Register unit opens the customer picker. Equipment always belongs to a customer's service site, so there is no way to create a unit from this screen directly — you pick the site first, then register the unit there.

• Columns:

  Column	Shows	Sortable
  Unit · Serial	Make and model, the equipment type, a Do not operate badge when the unit is red-tagged, and the serial underneath	No
  Owner	The customer who owns the unit; opens their record	No
  Installed	Install year	Yes
  Warranty	Active, expiring soon, expired, or a dash when unknown	No
  Risk	A 0–100 score with a bar. A dash means no risk signals are present	No
  Next reminder	The next expected maintenance date	No
  Actions	Per-row menu	No

• Next reminder is worked out from the unit's last maintenance or inspection visit plus the cadence of whichever agreement covers it — annually when nothing covers it. With no visit history there is nothing to count forward from, so it shows a dash rather than inventing a date. You can set the date yourself directly in the cell; a date you set wins over the projected one and is marked Set.

• Row actions — View unit, Book a visit (opens a new maintenance work order already pointed at this unit and customer), and Add to agreement.

• Bulk actions, once you tick rows:

  • Book a visit — raises an unscheduled maintenance visit for every unit selected. Units on a contractor non-compete rental are skipped unless you supply an override reason; the result tells you how many were booked and how many were skipped, so you can handle those individually.
  • Add to agreement — pick one of your active agreements from the dropdown and every selected unit is attached to it as real coverage. If your shop has no active agreement yet the dropdown reads "Nothing available" — create the agreement first, then come back and bulk-add.
  • Send proposal — raises a draft replacement proposal per selected unit.

• The list loads 25 units per page.

A unit's record

• Record bar — the breadcrumb back to the registry, previous and next arrows that step through the risk ranking, this unit's position in that ranking, and a note when it is the highest-risk unit you have.
• Header band — the make and model as the title, the site line underneath, a risk bar, a Do Not Operate status when the unit is red-tagged (with the reason spelled out), and the tab strip.
• Fact strip — five figures across the record: Age, Run hours (or the equipment type when the unit has no meter), Refrigerant, Last service, and Warranty.
• Book a visit sits in the record bar as the main action. The Actions menu holds the rest: Edit unit, Clear red tag (only when the unit is red-tagged), View unit on the customer's own record, and Decommission.
• Side panels change with the tab:
  • Service history — a recommendation card, and Lifetime cost showing repairs to date and, where one exists, the replacement quote.
  • Specs — Location (site, address, access notes) and Compliance.
  • Agreement — Suggested plan and Manufacturer warranty (status, remaining term, terms text).

How the risk score is worked out

The score is additive and runs 0–100. Nothing is estimated; every point comes from a record already in the system, and a signal you don't have contributes nothing rather than being averaged away:

What it accepts

The registry itself is read-only — units are created from a customer's service site. Edit unit on a record writes these:

The Next reminder cell on the list takes a date and nothing else. Clearing it hands the unit back to the projected date.

How to configure it

• Equipment types in the picker come from the trades your shop has enabled, so an org running more than one trade sees more types than an HVAC-only shop.
• Agreement cadence drives the projected next reminder. Change a customer's agreement from annual to quarterly and every unit under it re-projects.
• Meter unit and threshold are set per unit. Leave them empty and the meter signal contributes nothing to the risk score; set them and a unit past its threshold picks up ten points.
• Warranty dates on the unit decide the warranty column, the warranty view pill, and ten points of risk. A unit with no dates on file shows a dash rather than guessing.
• Capital Planning, which reads the same risk signals into a replacement plan, is an optional module — see Settings reference for what your plan includes.

Who can see it

• Owners, office managers, and dispatchers can open Equipment. It is part of the day-to-day work surface, not the admin area.
• Technicians do not have this screen. They see the units on their own assigned jobs, in the field app.
• Edit unit, Decommission, and Clear red tag are narrower than the screen: owners and office managers only. A dispatcher sees the record and can book against it, but not change the nameplate or clear a red tag. That is enforced on the server, not just hidden in the menu.

The full role matrix is on Roles & permissions.