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Equipment Management

Non-vehicle assets such as generators, compressors, forklifts and hand tools live in their own list. Each piece of equipment has its serial number, manufacturer, status, location and assigned person on record. Service records and periodic maintenance reminders are kept separately; maintenance cost per piece of equipment is totaled from these records, and your vehicle list stays uncluttered.

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vitaFleet — Equipment Management

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Equipment statuses

In Use, In Storage, Under Maintenance, Out of Service

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Reminder statuses

On Time, Due Soon, Overdue

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Equipment pages

List, Service Records, Reminders

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Interval units

Days, weeks, months and years

What's inside Equipment Management?

The screens that make up this solution and what you do on each, in order.

Screen

Equipment List

The list of all non-vehicle assets. A new record is opened with the Add Equipment button; the form includes Name, Type, Serial No, Manufacturer, Model, Status, Location and Assigned person fields. The list is separate from the vehicle list, so vehicle screens stay uncluttered; in reports you can look at them together or separately as needed. With Define New in the select boxes, a missing type or manufacturer is added without leaving the page, and from the equipment detail you move on to service and reminders.

Identity fields
Enter name, type, serial no, manufacturer and model; with Define New in the select boxes, a missing value is added without leaving the page.
Status
One of four statuses is selected: In Use, In Storage, Under Maintenance and Out of Service.
Location and person
Equipment is tied to a location and a person; the list shows where it is and who has it.
Editing
The record is edited from the equipment detail; from the detail you move on to service and reminders.

Screen

Assignment and Locations

Equipment is assigned to a person or a location. The Location and Assigned person fields on the equipment form determine this; the list shows where the equipment is and who has it. On the Locations screen you define warehouses, job sites, garages and service points, with address and location details. If a geofence boundary is drawn for a location, location records match against that location. Defined locations are shown on the fleet map along with vehicles; when equipment moves, you keep the record current by editing the form.

Assigned person
The Assigned person field on the equipment form determines who is responsible; the person is chosen from the list, or defined on the spot if missing.
Linking a location
The Location field ties equipment to a warehouse, job site or garage.
Geofence
If a boundary is drawn for a location, location records match against that location.
On the map
Defined locations are shown on the fleet map.

Screen

Equipment Service Records

Equipment Service Records is a separate list of maintenance and repairs done on equipment; it's the equipment counterpart of vehicle service history. Each record has equipment, date, work performed, cost, supplier, performed by and a notes field. Because a record is tied to a supplier, cost reports produce the supplier breakdown from this link. Equipment services don't mix with vehicle services; they're listed on their own page. When maintenance is entered, you complete the related equipment reminder, and maintenance cost per piece of equipment is totaled from the records.

Record fields
Fill in equipment, date, work performed, cost, supplier, performed by and notes.
Supplier link
A record is tied to a supplier; cost reports produce the supplier breakdown from this link.
Separate list
Equipment services don't mix with vehicle services; they're listed on their own page.
Closing the reminder
When maintenance is entered, the related equipment reminder is completed.

Screen

Maintenance Reminders

Periodic maintenance and calibration tracking for equipment is on this screen. In the reminder form you fill in the Equipment, Task, Interval, Due-soon threshold, Last done and Notifications fields. The interval is in days, weeks, months or years, with month as the default. The due point is calculated by adding the interval to the last-done date. Status isn't a separate field; it's calculated automatically: On Time, Due Soon or Overdue. Calibration dates for measuring instruments are also tracked here, and notifications are generated as the due date approaches and when it passes.

Reminder form
Fill in the Equipment, Task, Interval, Due-soon threshold, Last done and Notifications fields.
Interval unit
The interval is defined in days, weeks, months or years; month is the default.
Due-soon threshold
Once the time remaining falls within the lead time you set, the reminder becomes Due Soon; once the due point passes, it becomes Overdue.
Calibration
Calibration dates for measuring instruments are tracked from the same screen.

Screen

Documents and Comments

Documents can be attached to an equipment record and comments can be written; documents and comments are a shared feature of equipment and vehicle records. A warranty document, maintenance report or purchase paperwork stays with the record, and field and office share notes on the same record. The Warranties screen tracks vehicle and part warranties by date and km limit, and the warranty document is attached to the record. The Documents screen gathers the paperwork across records in a single list; so you don't need to open records one by one to search for paperwork.

Adding documents
On the equipment detail, the relevant paperwork is attached to the record; the document is stored with the record.
Comments
Comments are written on the equipment record; field and office share notes on the same record.
Warranty tracking
The Warranties screen tracks vehicle and part warranties by date and km limit; the document is attached to the record.
Shared document list
The Documents screen gathers the paperwork across records in a single list.

Screen

Inspection Forms

Inspection forms can also be used for equipment. In a form template, the item types are checkbox, number, text, photo and signature. A template is prepared once; field staff pick the equipment from the Perform Inspection screen and fill it in, with photo and signature captured in the same form. Results are gathered in the submissions list, and items that don't pass are tracked separately on the Item Failures screen. Inspection schedules are used to plan recurring checks, so forklift or compressor checks are kept on record instead of on paper.

Item types
A checklist is built with checkbox, number, text, photo and signature items.
Perform inspection
Staff pick the equipment and fill in the form; photo and signature are captured in the same form.
Failed items
Items that don't pass are tracked separately in inspection item failures.
Schedule
Inspection schedules plan recurring checks.

New asset

Steps to put a generator on record and assign it

The warehouse manager opens Add Equipment in the Equipment List. Name and type are entered, then serial number, manufacturer and model. The Status field is set to In Storage or In Use. If the type or manufacturer isn't in the list, it's added with Define New without leaving the page. If the equipment is going to a job site, the job site is chosen in the Location field; if it will go to the responsible foreman, the foreman is chosen in the Assigned person field. When the record is saved, the list shows where the equipment is and who has it. If the location or person changes later, the equipment form is edited, and status can be updated to Under Maintenance or Out of Service. It all stays in a single record; who used the equipment and at which location can be read afterward too.

  • Enter the identity. Name, type, serial no, manufacturer and model are in one form.

  • Choose the status. In Use, In Storage, Under Maintenance or Out of Service.

  • Assign it. With the Location and Assigned person fields, the location and the responsible person are written to the record.

Periodic maintenance

From reminder to service record: closing out maintenance

The technical lead opens a new record in the Reminders screen: equipment, task and interval are chosen, for example 6 months. The due-soon threshold and the Last done date are entered; the due point is found by adding the interval to the last-done date. When it enters the threshold, the record appears as Due Soon, and when the due point passes, as Overdue. When maintenance is performed, equipment, date, work performed, cost and supplier are entered in Service Records, and the reminder is completed. The next due point is calculated from the new date; the equipment's maintenance cost is totaled from service records, and the supplier breakdown reaches reports through this link. This way the reminder isn't set up again for every maintenance; the record is defined once, and as it's completed the due point is carried forward and overdue stays visible.

Equipment reminder form

Equipment reminder form

  • Define the interval. Enter the interval in days, weeks, months or years, and the due-soon threshold.

  • Watch the status. On Time, Due Soon and Overdue statuses are separated by color in the list.

  • Write the service. The work, cost, supplier and performed-by are entered in the service record.

Field check

From inspection template to the check in the field

The fleet manager builds a template in Inspection Forms: checkbox items, a number item, photo and signature. Field staff choose the equipment on the Perform Inspection screen and fill in the form; photo and signature are captured in the same flow. The submission drops into the inspection list, and items that don't pass are tracked separately on the Item Failures screen. Inspection schedules plan recurring checks. This way checks on equipment such as forklifts or compressors are kept on record instead of on paper and can be looked back at later. Because check results are stored per piece of equipment, it's possible to go back to the previous inspection when deciding on a breakdown or maintenance; the responsible person sees from the list which item failed.

  • Build the template. The item types are checkbox, number, text, photo and signature.

  • Fill it in the field. The Perform Inspection screen opens the form per piece of equipment.

  • Track the failures. Failed items are tracked in a separate list.

Scope

What does this solution cover?

No separate modules: everything works in the same account with the same data.

  • Non-vehicle asset records
  • Serial no, manufacturer and model
  • Four-status equipment tracking
  • Assignment to a person or a location
  • Separate service records
  • Periodic maintenance reminders
  • Calibration date tracking
  • Document attachments and comments
  • Inspection form use
  • Supplier-based maintenance cost

How it works

From setup to daily use

Define the equipment

Enter name, type, serial no, manufacturer and model with Add Equipment. If a type or manufacturer is missing, add it with Define New without leaving the page; the entry becomes a permanent part of your company's list and can be selected for later equipment.

FAQ

No. Equipment has its own list, service records and reminders. Odometer history, fuel and charging records, traffic fines and tolls that vehicles have don't exist on equipment; that's why the lists are kept separate. In reports you can look at them together or separately as you like. This keeps the lists clean.

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