Manage equipment records

Equipment is the org-wide list of every unit Thermal knows about — the spine every job, agreement, and inspection hangs off of. Use it to look up a unit by make, model, or serial number, see what's due for attention, and open a unit's full history.

Find a unit

The list searches make, model, serial number, and customer name at once. Four view pills narrow it further:

• All — every unit in the org.
• At risk — units flagged by an open red tag, an overdue reminder, or another risk signal.
• Warranty exp — units whose parts warranty is expired or expiring within 90 days. A labor end date on its own does not put a unit on this pill.
• Under agreement — units currently covered by an active service agreement.

Register a new unit

Equipment is always created from a customer's service site, not from this screen directly — a unit has to belong to somewhere before it can exist. Choose Register unit to jump to the customer picker, then follow Install and label customer equipment from there.

Open a unit's record

The jump list on a unit is Summary, Coverage and warranty, Service history, Specs, and Bulletins. Inspection history is a heading inside Service history, not its own jump.

• Service history — every visit logged against this unit, plus inspection history.

• Specs — nameplate data (voltage, phase, refrigerant, tonnage, and the rest of what was captured or scanned at install), plus a refrigerant-use log you can download as a CSV.

• Bulletins — any manufacturer bulletins on file for this equipment type.

• Coverage and warranty — the service agreement covering this unit, if any, with Add to agreement or Quote new plan when it isn't covered yet. Manufacturer warranty shows Parts warranty and Labor warranty. Parts reads Active, Exp soon, Expired, or —. Labor reads Active, Expired, or —. Leave Labor warranty end date blank and labor follows the parts dates. When that date is saved, Labor ends shows it. Parts show Parts ends, or Parts ended once they have expired. The title chip Warranty expiring follows the parts date, not a separate labor date.

  Edit unit holds Warranty start, Parts warranty end date, Labor warranty end date, Labor hours allowed, After-hours labor, and Warranty terms. A labor end date before the start is refused: "Labor warranty end date can't be before the start date." A parts end date before the start is refused: "Warranty end date can't be before the start date."

  Labor hours allowed caps the labor a warranty claim can cover. Leave it blank when labor is not capped. The hint says "Leave blank if not capped." Anything that is not zero or a positive number of hours is refused: "Labor hours allowed must be zero or a positive number of hours." After-hours labor is Not stated, Covered, or Not covered. When hours are set, Manufacturer warranty shows Labor hours as allowed, used, and left, and After-hours labor. When none remain, the card shows Hours used up. A claim then warns "No labor hours remain on this unit's labor warranty, so labor beyond the allowance is not covered." If the allowance runs out partway through the claim, the warning is "The labor hour allowance runs out on this claim, so labor is only partly covered."

From the header, Book a visit starts a new job for this unit. The actions menu holds Edit unit, Clear red tag (only while the unit is red-tagged), Compliance records, and Decommission. Owners and Office users see Edit unit, Clear red tag, and Decommission. Compliance records opens this unit on the customer's record. A decommissioned unit leaves the equipment list. Opening it from a past job still works, read-only: Book a visit and the actions menu are gone.

Red tags

A unit can be marked red-tagged / do-not-operate with a reason on file. A red-tagged unit stays visible everywhere it normally would — it's a warning flag on the record, not a hidden one. Clearing a red tag is restricted to Owners and Office users and is recorded on the unit.

Cover several units at once

Select units in the list and use Add to agreement to attach all of them to an existing active or due-for-renewal service agreement in one action, instead of opening each unit individually.

Reference

• Who can reach Equipment — Owners, Office users, and Dispatchers. Technicians work from the field app instead. See Roles & permissions.
• Warranty status and other equipment values — in Status & domain values.