Adding Equipment and Scheduling Service

This article covers getting items into Equipment Management and keeping them serviceable — adding equipment, setting a service schedule, logging work, and reading an item’s history.

Before You Begin

• Decide your asset-tag scheme before adding the first item. Consistency matters more than the format you choose.
• Have your equipment categories in mind — Manikins, AED trainers, First aid kits, Other.
• Know which items you intend to charge for, so you can set the rentable flag and rate as you go.

Step-by-Step Instructions

Step 1: Add an Item

1. Go to Equipment and click + Add Equipment.
2. The Add Equipment page opens, with a breadcrumb back to Equipment. Complete the Equipment Details form.
3. Click Add Equipment.

Step 2: Set a Service Schedule

Set Next Service Due when you add the item. Once the date is within range, the row shows a Service due chip and the item is counted on the Needs Service card.

✔ Next Service Due is the field that matters most. It is the single setting that turns this module from a list into a maintenance system. Set it on every manikin.

Step 3: Log Service

When work is carried out, open the item’s action menu (⋮) and choose Log Service. Use this for:

The Log Service Record page opens, headed by the item it applies to — its name, asset tag, current condition and next service date. Complete these fields:

• Service Type (required) — for example, Inspection.
• Cost — what the work cost.
• Next Service Due — sets the next service date, which drives the Service due chip.
• Outcome (required) — see below.
• Notes — “Describe what was done…”

Outcome is the important one. It is not a label — it changes the item’s status:

✔ Outcome moves the item, so choose it deliberately. Selecting Retired here removes the item from service just as surely as retiring it from the row menu. If the work is not finished, use Needs More Work to keep it in the queue.

Click Save Record. Every entry is added to the equipment timeline.

Step 4: View History

Choose History from the action menu for the item’s full timeline — checkouts, returns, service entries and condition changes.

Best Practices

• Use the Suggest button on Asset Tag so your tags stay in one consistent sequence.
• Record Purchase Cost even when it is approximate; it makes replacement planning far easier later.
• Set Next Service Due on every manikin. Without it, nothing ever appears on the Needs Service card.
• Log service at the time you do the work, not at the end of the week. The timeline is only useful if it is accurate.

Frequently Asked Questions

✔ Your inventory is live. Next, read Issuing Equipment and Charging Rental Fees to get items out the door and billed.