Registering New Equipment

Creating an Equipment Record

Adding new equipment involves creating an "Equipment Maintenance" record:

1. From the main menu, navigate to the Equipment Maintenance module.
2. Ensure the "Equipment Maintenance" form is selected (this is typically the default).
3. Click New Record. The equipment form will open, usually in a Draft status.

Completing Equipment Details

Provide as much detail as possible to ensure a comprehensive equipment register.

Core Information

• Hierarchy: Assign the record to the correct part of your organization (e.g., Site, Department). This is often pre-filled.
• Location: Specify where the equipment is physically located.
• Supplier, Manufacturer, Category, Type: Enter standard identification details for the equipment.
• Asset No., Serial Unit Number: Enter these unique identifiers. These are typically required.
• Engine Number, Registration Number: Provide if applicable.
• Equipment Status: Select the current operational status (e.g., "Serviceable," "Under Repair"). This field may also include visual tags related to inspection cycles.
• Purchase Date, Asset Value: Record acquisition details.
• Power Source: Describe how the equipment is powered.

Operational & Safety Details

• Is this classified equipment?: Selecting "Yes" will display additional fields necessary for managing regulated or specialized equipment.
• Operators Manual (location): Note where the manual can be found.
• Servicing & Maintenance requirements: Describe any specific or unique maintenance needs.
• Competency license required?: Detail any licenses needed for operation.
• Personal Protective Equipment required to operate?: List required PPE.
• Pre-start / daily checks required?: Outline mandatory daily checks.
• Specific requirements for testing, transport, cleaning, decommissioning and disposal: Detail any special procedures.

Classified Equipment (if applicable)

If you marked the equipment as classified, complete the additional fields that appear. These typically include:

• Worksafe and design registration numbers.
• Inspection dates (last and next).
• Details on logbooks, safe working loads (SWL/WLL).
• Certification details (e.g., wire rope, pressure relief valve).
• Other regulatory information as required for compliance.

Maintenance Scheduling

This section defines how the system helps you track upcoming maintenance:

• Maintenance Type: Choose if maintenance is based on Date, Hours of use, or Kms travelled. You can select multiple types.
• Frequency: Based on the type selected, specify the interval (e.g., Monthly for Date, 250 for Hours, 5000 for Kms).
• First Service Date / Initial Usage: Set the starting point for the schedule (e.g., the date of the first yearly service, or the hour/km reading at which the first scheduled service is due).

Current Usage Tracking (for Hour/Km based schedules)

If maintenance is scheduled by hours or kilometers, fields will appear to log:

• Total Hours: The current operational hours of the equipment.
• Total Kms: The current kilometer reading. Keeping these updated is crucial for the system to accurately flag when services are due.

Linking Information

• Child Asset/Equipment: Link to other related equipment records.
• Comments: Add any general notes.
• Associated Actions: Link to related tasks or actions from the Actions module.
• Attachments: Upload relevant files (e.g., invoices, photos, manuals). See "Adding Attachments."

Saving the Equipment Record

• Save: Saves the record in Draft status. You can return to edit it later.
• Submit: Finalizes the new equipment record and moves it to an Active status, making it part of your official equipment register. Refer to "Submitting Forms" for general guidance.