Equipment Tracking – Creating Service Records

Equipment Service Records are a way to track issues directly from the users and ensure the equipment is repaired quickly.  Users can create a service record and enter the details of the problem.  The service record can be emailed to a supervisor, directly to a vendor, or even your maintenance department.  You can track updates on the repairs and put the equipment back in service.  This also allows you to track equipment issues over time to help determine which equipment should be retired.

Create a Service Record

When a piece of equipment breaks, users can create a Service Record.  This will ensure repairs are completed and issues are tracked over time.

  1. Click on “Features” -> “Equipment”
  2. Use the filters to find the specific piece of Equipment.  If the Equipment is grouped, click on the Equipment Type in the lower list to expand
  3. Click on the Equipment name
  4. Click on “Service Records”
  5. Click “Create New Service Record”
  6. Enter the details or the issue.  Be as specific as possible to ensure the problem can be reproduced
  7. If you have already sent the Equipment to the maintenance department, enter this information in the “Sent To Service” sections.
  8. Click “Update Service Record”
  9. Finally, use the Print icon to print the service record and attach to the equipment.

You can optionally email the service record to a supervisor, vendor, or the maintenance department.  Click the email icon to send to any user.  You can create a user for vendors to log in or email the service request to you and forward to the vendor as needed.


Completing a Service Record

Once the equipment has been repaired, the service record can be completed and the Equipment returned back into service.  Be sure to enter the results of the issues into the service record so that you can track these issues over time.

  1. Click on “Features” -> “Equipment”
  2. Click on “Service Records”
  3. Click on the Specific Service Record
  4. Click “Edit Service Record”
  5. Change the “Service Record Status” to “Completed”
  6. Additional fields will appear in the lower section
  7. Enter the resolution details.  Be as specific as possible to ensure you can trend these issues if they continue
  8. Click “Update Service Record”
  9. If the Equipment is now back in service, be sure to edit the Equipment and set the status to “In-Service”


Return To Equipment Tracking

Equipment Tracking – Creating Inspections

Equipment Inspections are date based reminders to perform Maintenance on any type of Equipment.  Examples include a Yearly Monitor software update, radio programming, or stretcher strut inspections.

Create an Inspection

  1. Click on “Features” -> “Equipment”
  2. Select the Equipment item from the list.  If the list is “Grouped”, click on the Equipment type to expand the list.
  3. Click on “Inspections” tab
  4. Click “Create New Inspection”
  5. Enter the “Inspection Name” ie Yearly Inspection
  6. Select which Equipment Attribute the Inspection is based on.  If this is recurring every x number of Days/Months/Years, then select “Date”.  If this inspection is based on a Numerical attribute (ie Mileage), select that Attribute type.
  7. Enter the “Inspection Frequency” ie 1 year or 12 months
  8. Enter when the Inspection should turn yellow.  As the Inspection approaches, you can select when the Inspection color will turn from Green to Yellow.
  9. Lastly, enter the Date or Number when the Inspection was last performed.
  10. Click “Save Inspection”

Viewing Inspections

Inspections can be viewed from two different ways.  You can select a specific piece of Equipment and click the “Inspections” tab.  You can view ALL inspections from the Equipment search page and select the “Inspections” tab from the search page.





Complying With Inspections

Locate the Inspection from either the “Inspections” tab on the Equipment Search Page or by going into the specific piece of Equipment and click the “Inspections” tab.

  1. Navigate to the Equipment
  2. Click on “Inspections” tab
  3. Click on the Inspection from the list
  4. Enter the Complied with Date or Number (ie Mileage)
  5. Click “Comply With Inspection”


Next, let’s create a Service Record.  Click the link below

Creating Equipment Service Records


Equipment Tracking – Creating Equipment

Once you have your Equipment Types and Attributes configured, we can create the Equipment you want to track.

View All Equipment

  1. Click on “Features” -> “Equipment”
  2. You will see a listing of all equipment in your service
  3. Equipment is automatically grouped by Equipment Type to keep the list more manageable.  You can expand this list by clicking on an Equipment Type in the table or the filter “Group Items” and select “Un-Group” items
  4. Use the various filters to locate any equipment in your service

Create Equipment

  1. Click on “Features” -> “Equipment”
  2. You will see a listing of all equipment in your service
  3. Click on “Create New Equipment”
  4. Enter a name for the Equipment. Ie “Glucometer #1”.  The Equipment Name field will show on the search pages so choose an equipment name that will give you the information needed to locate it later.
  5. Select the “Equipment Type” from the list
  6. If the Equipment Type has not been created, you can click the plus icon to create a new Equipment Type from here
  7. Click “Create Equipment”
  8. Now the Equipment has been created, we can add additional details
  9. The custom attributes that are enabled for this Equipment Type will be shown
  10. You can assign the Equipment to a specific Base/Station, Unit, Truck, or User.  You do not have to select an assignment for the equipment.  However, this is recommended so that you know where the equipment is at any time.  If user’s are issued radios, helmets, boots etc, then this will keep track of all equipment assigned to the user.
  11. Once all changes are complete, click “Update Equipment”

Equipment Documents

The documents section allows you to save manuals, purchase records, warranties, or any other documents with this equipment.

Use the “Upload New Document” button to upload any document and click “Done Adding Files? Click Here To Return To Equipment” when done.


Now we can add “Inspections” to your equipment.  Click the link below

Creating Equipment Inspections

Equipment Tracking – Setup

The Equipment Tracking section allows you to track virtually any equipment in your system including Glucometers, Stretchers, Monitors, Hoses, Radios, etc.

Features include:

  • Custom fields for each equipment type
  • Method to document issues with equipment and ensure all items have been repaired
  • Save manuals and other documents with each piece of equipment
  • Inspections to ensure maintenance is completed on time


Equipment Types

Equipment types are the various types of equipment that the system will track.  Examples include Glucometers, Hoses, and Stretchers.  Each of these types will have custom attributes that are turned on/off for this equipment type.  Equipment attributes are any custom fields that you want to track for each equipment type.  For example, a Glucometer would have attributes of “High Control Level”, “Low Control Level” where a Hose would have attributes of “Length” and “Coupling Size”.

Let’s setup a few examples:

Enable Equipment Module

If you do not see “Equipment” under the “Features” menu, click on “System Configuration” -> “Modules” and use the slider to enable the Equipment Module.

Create Equipment Types

  1. Click on “Features” menu and select “System Configuration”
  2. Click on the “Equipment” tab
  3. Click on “Equipment Types (Monitor / Stretcher / Vehicle etc)”
  4. Click on “Create New Equipment Type”
  5. Enter the Equipment Type (ie Stretcher or Glucometer) and click “Create Equipment Type”
  6. Repeat these steps for each Equipment Type you want to track


Create Equipment Attributes

Each Equipment type can have multiple custom attributes or “fields” that you can enter information into.  Ie “Serial Number”, “Model Number”, and “Date Placed In Service”.  The attributes are created and then turned on/off for each Equipment Type.  For example, the attribute “Serial Number” would apply to Equipment Types of “Glucometer” and “Stetcher” but not for an Equipment Type of “Vehicle”.  We will create the attributes here and turn the attribute on/off for each Equipment Type in the next section.

  1. Click on “Features” menu and select “System Configuration”
  2. Click on the “Equipment” tab
  3. Click on “Equipment Attributes (Model #/ Serial #/ VIN / etc)”
  4. Click on “Create New Attribute”
  5. Enter the Equipment Attribute Name (ie “Serial Number”)
  6. Select the Attribute Data Type
    • Base Drop Down -Pick from a list of Bases/Stations
    • Date – Holds any date in mm/dd/yyyy format
    • Decimal Number 1 place – Holds any decimal number (ie Mileage)
    • Decimal Number 2 places – Holds any decimal number (ie Gallons)
    • Integer Number – Holds any whole number (ie Quantity)
    • String / Text – Holds any wording or free text information (ie Serial Number)
    • Time – Holds any time in hh:mm format
    • Unit Drop Down – Pick from a list of Units/Vehicles
    • User Drop Down – Pick from a list of Active Users
  7. Click “Create Attribute”
  8. Repeat these steps for each Equipment Type you want to track

Enable Attributes For Each Equipment Type

  1. Click on “Features” menu and select “System Configuration”
  2. Click on the “Equipment” tab
  3. Click on “Attach Attributes To Each Equipment Type”
  4. Click on the Equipment Type you created above
  5. Use the blue sliders to turn on the Attributes for this Equipment.  If the Attribute does not apply to this Equipment Type, turn it off
  6. Repeat these steps for each Equipment Type in your list


Great!  Now let’s create your Equipment!  Click the link below.

Next, Creating Equipment