Equipment record
What it's for
An equipment record is one unit in full: what it is, where it sits, what has been done to it, whether it is covered, and how likely it is to fail. It is the asset spine — every visit, inspection, agreement, and quote that touches this unit lands here.
Reach it by opening any unit from Service & Assets → Equipment, from a
customer's Equipment tab, from a job, or from an equipment-health tile on the
dashboard. The route is /equipment/<unit>.
Sections
The jump list is Summary, Coverage and warranty, Service history, Specs, and Bulletins.
- Summary — remaining life for this unit.
- Coverage and warranty — whether the unit is covered, by which plan, and what the manufacturer warranty still covers.
- Service history — every visit logged against this unit. Inspection history (completed inspections and the readings each recorded) and Lifetime cost sit in this same section.
- Specs — the nameplate: Manufacturer, Model, Serial, Type, Tonnage, SEER2 / HSPF2, Refrigerant, and Electrical, plus any matched components on file.
- Bulletins — manufacturer bulletins matched to this unit. You can pin one that matters, hide one that does not, undo either, and re-run the match.
Panels and controls
Fact strip
Age, Refrigerant, Last service, and Warranty — plus run hours where the unit has a meter.
Header
The make and model name the record. A red-tagged unit carries a Do Not Operate status with the reason spelled out underneath, and a risk bar shows how the unit scores. A decommissioned unit leaves the equipment list and the pickers used to book new work. Opening its record from a past job still works. The header shows Decommissioned and the date, Book a visit and the actions menu are gone, and nothing on the record can be edited. If it is not on an agreement, coverage says decommissioned units can't be added to one.
Actions
Book a visit raises a maintenance job already pointed at this unit and customer. Add to agreement puts it under coverage, Quote new plan starts a quote, and the actions menu holds Edit unit, Clear red tag (only while one is set), Compliance records, and Decommission. Edit unit, Clear red tag, and Decommission are for Owners and Office users. Compliance records opens this unit on the customer's record. None of these show on a decommissioned unit.
Side panels
- Lifetime cost — Repairs to date and, where one exists, the Replacement quote. This is the comparison that decides repair or replace.
- Location — Address and Access notes for the site.
- Compliance — Last leak check and the Refrigerant log.
- Suggested plan — the coverage this unit would fit.
- Manufacturer warranty — Status, Remaining, and Terms, e.g. "Parts only, 5 yr — transferable".
Empty states
No inspections on record, No readings logged, No matched components on file, and Audit trail unavailable each name what is missing rather than showing a blank tab.
What it accepts
Edit unit writes the nameplate and warranty:
| Field | Format | Required | Rule |
|---|---|---|---|
| Equipment type | Pick a type | Yes | Types come from the trades your company has enabled |
| Manufacturer / Model / Serial | Free text | No | Blank clears the field |
| Install year | Four digits, e.g. 2019 | No | "Install year must be between 1950 and <next year>." |
| Warranty start | YYYY-MM-DD | No | "Warranty start date must be YYYY-MM-DD." |
| Warranty end | YYYY-MM-DD | No | "Warranty end date must be YYYY-MM-DD."; "Warranty end date can't be before the start date." |
| Warranty terms | Free text | No | Shown on the Agreement tab |
| Non-compete override reason | Free text | Only on a covered site | Required before a visit can be booked |
Decommission is deliberately hard to do by accident. A unit still under coverage or still carrying open work is refused:
- "This unit is covered by an active service agreement. Remove it from coverage first."
- "This unit has an open job. Close or reassign it first."
How to configure it
- Equipment types in the picker come from the trades your company has enabled.
- Agreements settings decide the cadence that drives the next-service projection and what the suggested plan offers.
- Compliance settings decide whether refrigerant logging and leak checks are tracked on this unit.
- Manufacturer documents settings supply the bulletins the Bulletins tab matches against.
Who can see it
This screen sits behind the Equipment area.
Owners, office managers and dispatchers can open it. Technicians see the units on their own jobs in the field app instead.
Two actions are narrower than the screen: Clear red tag and editing or decommissioning a unit are owners and office managers only — a dispatcher can open the record and book against it but not change the nameplate. The refusals say so plainly: "Only office staff or an owner can clear a red tag." and "Only office staff or an owner can manage OEM bulletins." Both are checked on the server, not just hidden in the menu.
The full role matrix is on Roles & permissions.