Let's get you started with the basics of the Equipment Module.
Equipment in Service Geeni represents the assets owned by you or your clients, which you service, repair, sell, purchase or hire. To keep track of these assets, you can add them to Service Geeni. This allows you to monitor upcoming servicing needs, review their history, manage costs, and track the revenue they generate. All work related to these assets can be easily reported and managed within Service Geeni, providing a centralised overview of your asset activities.
Tip: Use the navigation column on the right to click through the different sections!
Essentials!
Start with our helpful ‘how to’ videos below.
Watch our Customer and Site video playlist ▶Equipment
Getting There
So, to begin managing Equipment in Service Geeni, click on the Equipment module from the menu bar, the module dashboard will show you nine sub-modules all with different functionality.
Equipment Records
You can access Equipment Records from the Equipment Module, it can also be found in the Equipment dashboard. Here you can access and manage all of your current equipment items.
You can sort through the data using keyword searches and filters, and you can add or remove columns using the Down Arrow to the left. You can also export data from here.
If you have multiple branches set up in Service Geeni, you can view equipment at other Branches, and you can also view any de-activated equipment items here.
When you need to add a new Equipment Item, select a branch so that you don't have all branches selected.
The Add Equipment option allows you to create a new equipment record and the Equipment Requiring Inspection button enables you to view and raise jobs for any Equipment that requires inspection.
Inspection jobs are normally raised as part of your Hire or Off-Hire processes.
When you want to manage your equipment, the Action Tray is where to do it.
Here you can deactivate an item.
Check its history; you can view job and contract history, quote history, and history of parts used on the equipment.
You can also deactivate or edit the equipment item from here.
If you want to access an equipment items record, you do this by clicking its ID number, this opens up the Equipment Details page.
On this page, you can view all the details against the item.
To the left of the page, you can see a column of tools to choose from, some you have seen in the action try in the previous step, Test Results, Equipment History, and Deactivate.
You can use Copy Equipment to produce another piece of equipment with the same settings. This saves a lot of time!
You can Upload documents like an example equipment specifications. Documentation will be able to be viewed by back-office staff and engineers on their mobile devices.
The Audit log option will show you any changes made to this equipment record when it was made and who made it.
At the top, there is a tab to view or add any Sub-Component Equipment parts for this item.
Type & Model Enquiry
Models and Types have additional functionality within the system.
The options for equipment Models can be accessed by navigating to the Equipment Module and selecting either the Equipment Enquiry or Model Enquiry sub modules.
If you don’t have these tiles available, you can add them from the Customise Dashboard button in the top right corner.
Type Enquiry
Type Enquiry helps you set up Equipment Types, which are broad categories for your equipment. Each type can have one or more models linked to it, and equipment records are connected to the type through these models. You can create custom specifications at the type level, and any equipment linked to this type will automatically include these specs. You can also set up default service schedules for each type, which can be included in service contracts for equipment of that type. The type field is available on the equipment enquiry screen, making it easy to filter and sort equipment by type.
From the Equipment module select Type Enquiry to view or add equipment types.
Select Add Equipment Type to create a new entry.
Provide a description in the Type field.
Select the relevant engineer skills that would be associated with this type by selecting their respective radio buttons and clicking Select.
Model Enquiry
The Model Enquiry facilitates the setup of equipment models within Service Geeni. Equipment Makes and Types can be created and linked to the model itself. Standard service stock items can be linked at the model level to assist with booking preventative maintenance parts for Scheduled Jobs. Custom specifications can be added at model level which will then be included on any equipment record created where the same model is linked. Default service schedules can also be created at model level which can then be included in a service contract where an equipment item with the same model has been selected. The model field is also available on the equipment enquiry screen, allowing filtering and sorting of equipment by model.
The Standard place to manage and maintain models is to go to Equipment and use the Model Enquiry sub-module.
In Model Enquiry you can manage and edit your current Models and you can also add new Equipment Models.
From the Action Tray, you can edit or de-activate existing Models.
If you want to create a new Model Type, you can do this from the Model Enquiry tile in the Equipment Dashboard and select Add Equipment Module.
A window will open giving you multiple fields to populate and also, some more advanced features.
Let's start to fill in your new Equipment Model:
Firstly, give your equipment Model a name and add any relevant specification details.
The branch field is only relevant if you have multiple Branches configured within Service Geeni. By default, your current branch is selected, but if you remove the Branch, the Model will be made available to all your Branches in Service Geeni.
You can add a cost and a selling price. This is used when purchasing and selling equipment within Service Geeni using the Equipment Deal module.
Now add a Make from the drop-down list or select Add to create a new one.
Existing Makes can be edited here using the action tray. When adding a new one, the Make field is mandatory, but the Description field is optional.
Enter the details as required.
Add the Make from the list.
Create a New Equipment Record
Now that you have set up Types and Models, you are ready to create an Equipment Item.
If you have multiple branches, make sure to select a specific branch from the dropdown below the Service Geeni logo as you won't have the add equipment option.
You can add a new piece of equipment by clicking the Add Equipment button, or you can copy an existing item (this can save time if creating multiple items of similar equipment). Either action will open the Information window for you to fill in.
Equipment Information Section
To start with, create a new Equipment ID by clicking the Generate button to create the next one in sequence, or you can enter your ID manually, but this must be a unique ID.
Enter a Description of the equipment.
Select and/or edit a Model from the list or add one using the Add Equipment Model option if the one you need is not listed.
Many of the other fields are optional but do allow you to capture important data for your equipment records.
Where you see an Ellipsis (...) next to the data field, there is normally a user managed list that you can edit and customise for your own needs.
Enter a year of manufacture if needed.
The condition rating is an optional numerical field that could allow you to categorise your equipment by its condition, for instance, on a scale of 1 to 5.
Power is a user managed list. Select one from the list to apply it or click “Add” to create a new one. If creating a new one, just add a name and then save and select it from the list.
Next, enter a capacity for the equipment, this could be used to capture an engine capacity, a weight limit or a safe working load.
Add a serial number for the item. This often differs from the Equipment ID, and both are searchable in the system.
Select a category for the item. This is another user managed list. Select an option or click Add to create a new one. If adding a new one, just enter a name and description.
The primary supplier field is optional, but it allows you to select one of your existing supplier contacts as the primary supplier for orders. You can change suppliers if needed.
The last section in Equipment information is a free text entry for any equipment prompts. Any text entered here will show in a popup to a system user when they raise a new job for this item of equipment.
Operation Section
The Operation section has additional fields to capture more information.
Clock hours
Clock hours can be used to set service schedules for planned maintenance.
You can enter the current clock Hours for the item here.
Redundancy Factor
The redundancy factor field lets you specify how production is affected if this item is taken offline. For instance, if you have four of the same items on-site, and one goes out of operation, the redundancy factor would be 25 – to indicate 25% capacity.
To add a Redundancy Factor click the ellipsis and choose from the list, or add a new one.
Shift Pattern
Shift Pattern is a user managed field that can be used to categorise how the item will be used, and normally relates to the amount of time used - for instance, 9-5 on Mondays to Fridays.
Click Add to create a new one if required, and then select to add one from the list.
Usage
Usage is another user managed field to categorise the type of usage the item may receive. For example, you could categorise it as light, medium or heavy use, depending on the type of site the equipment is held at.
From the ellipsis, you can select one of the available options, or Add a new one.
Equipment Image
In the top right corner of the page, there is a placeholder for an image.
You can upload an image of the equipment by clicking Change and choosing a file from your device.
General Section
Choose a Customer Account to link the equipment item to. If you have equipment that needs to be assigned to your company sites, like a hire fleet or sales stock, please create a customer account for your company in Service Geeni. This will enable you to schedule any service or repair jobs for your equipment.
You can add a customer reference for the item if needed.
Then, choose an appropriate status from the list. Status can be important for other workflows in Service Geeni, such as sales or hires. You can edit statuses using the action tray, or you can create a new one by selecting Add.
You can then assign a priority from the list.
A Priority can indicate how urgent the response should be for the equipment item. These priorities can be linked with statuses. You can edit or delete existing priorities in the action tray, and you can add new ones if necessary.
The branch field is pre-filled unless you are using a multi branch system and you are in All Branches. If using all Branches, you can select which branch manages the Equipment Record.
The Preferred Engineer field allows you to select an engineer who should be sent to any service or repair jobs on this item. This can be left blank, or you could use this if a specific engineer has the skill set to work on this item.
Preferred Engineers are covered in the Preferred Engineer article: Click Here.
Any jobs that you create for the item later will allow you to change the engineer, whether a preferred engineer is set or not.
Select the site where the item is located from the list, or you can add a new one if needed.
To help engineers locate the equipment whilst on site, you can specify a site location.
Select one of the locations listed or click Add New to set up a new site location.
Enter a location and name, and upload any specific documentation, for instance, a photo of the location entrance or access instructions.
You can also make the new location a sub-location of one of the existing locations on-site, by using the parent location.
There are then two editable date fields, for the date the item was introduced to your stock and a setup date. The setup date is populated as the date it was added to the system but it can be edited.
There is a toggle switch to denote if the equipment contains refrigerant gases. This is only used when setting up items such as air conditioning systems.
You can also select an option to specify if the item is safe to use or not. This status can easily be seen on the Equipment Enquiry screen.
Parent Equipment
A Parent or Child to a record is creating a relationship between different items of equipment so that they are linked and it is useful if you have sub-components that may be replaced or removed, then serviced and moved to another item of equipment. For example, if you were creating an item for a car battery, it could have the model of the car as its parent equipment item.
Warranty Section
You can apply a Warranty to any Equipment Record.
If the section is blank, click on the plus icon to the right of the screen which will open the Warranty window.
From here, enter a name and select the warranty type – For Example, is this a warranty offered to you by your supplier or by you to your customer.
Then, toggle if you want to set a time period or a number of hours, or both. If selecting both, specify if the warranty applies to one or both conditions being met.
Set your starting dates or hours and the duration.
Click save and then repeat the process to add more warranties as required.
You can apply multiple Supplier and Customer Warranties to one equipment record.
Financial Section
In the Financial section, you can apply Charge Codes for the different job types in the system. Charge codes are used to determine how any service or repair jobs raised against the item of equipment would be charged.
The charge codes may already be populated from your system defaults but can be edited or left blank.
You only need to enter charge codes on equipment records if you want to set the charging at the equipment level. When a job is created, the system will first check the equipment record for a charge code. If it's not set, the system will use the charge code from the customer site. Charge codes can be edited when creating a job or contract for the equipment.
If you need to edit a charge code, use the ellipsis and select a relevant charge code for each of the job types.
In the value section, you can add a numerical value for the item's selling price and its Insurance value.
Specification Section
The Specification section allows you to capture other information about the equipment.
You can add additional custom fields to the specifications table by clicking the Cog icon in the top right-hand corner of the specification section.
The first thing you need to do is give it a field name.
Choose the data entry type that you want to capture.
If using a list, you can add as many additional options as required.
You can specify if this is a Mandatory field or not.
The option to make this information available on the job sheet can be ticking.
You can also make this a chargeable item and set appropriate pricing for the Selling Price and Cost Price.
If there are custom fields already in place, you can edit them by clicking the cog icon next to their name.
The Equipment Specification article covers this in more detail: Click Here.
Component Condition Section
The Component Condition field allows you to specify any specific parts of the item and apply a measurement value to them.
Click the Plus (+) icon to add a component.
Name the component and then add a measurement value.
You can edit existing values, or create new ones.
If creating a new one, give the measurement value a name and a description.
Select from the list and then apply a value for the current measurement.
Repeat the process to add as many components as you need.
Save an Equipment Record
When you have filled out all the relevant details on the form, scroll up and click Save to create your equipment item.
You may see a popup to alert you that you have not entered an insurance value.
It is ok to continue without entering this if you do not need to record it.
You will then see a popup to ask if you want to create a Catalogue Record for this item.
Click No if not required.
Click Yes if you may use this equipment item to order from your suppliers for either sales deals, sales stock or hire stock.
If saving as a catalogue record, you can also save any specifications you created on the item.
Your new Equipment item is now listed in the table along with all the other items and can now be managed from the main Equipment Home screen using the action tray.
Congrats! You have created an Equipment Item!