Currently, Equipment Tracking is an Advanced-only feature as it requires Inspection events to function.
If you're not yet using Advanced, you can start your free trial here!
If you're still using spreadsheets to track where your equipment is and who has it, then this feature is for you!
Equipment tracking allows you to:
Create an equipment inventory directly in Spectora.
Assign a specific piece of equipment to drop off and pick up events.
Verify what equipment is available via an equipment availability report.
Run a report to see an audit trail of where a specific piece of equipment was on a specific date and who was responsible for drop off and pick up.
Getting Started
For a full overview of how to use Equipment Tracking, check out the video below!
Adding and Editing Equipment for Tracking
To begin utilizing the Equipment Tracking feature, first, you'll need to add equipment to your account. You can list as many pieces of equipment as you'd like, add serial numbers and descriptions for each one, and set them as active or inactive as needed. In this section, we'll go over how to add equipment and how to edit when needed. We'll also cover what each part of the equipment form means.
 💡 Quick tip: Click on the video above to expand it in another window. |
Click on your profile picture in the top right corner
Click "Equipment" in the dropdown menu
Click "Add Equipment"
Fill out the equipment information including name, description, serial number, next calibration date, and status
Click "Save"
Click "Edit" to edit info for existing equipment
Edit any necessary info - including name, description, serial number, next calibration date, and status
Click "Update"
Let's break down what each piece of the form means:
Name (required): the name will be what you see throughout the platform (calendar, mobile app, etc) so choose something that will help you and your staff easily identify the equipment.
Description: can be a physical description of the equipment, brand name, etc.
Serial Number: the serial number listed on the equipment
Next Calibration Date: primarily used for radon machines. This date is displayed in various places throughout the platform to help you stay aware of when you next need to calibrate.
Active: set this field to inactive whenever you have a piece of equipment that is going out of service temporarily. For example, if a radon machine is out for calibration, setting it as "inactive" will ensure it cannot be assigned to an inspection.
Deleting Equipment
If there is a piece of equipment that is no longer in service, you can delete it completely.
 💡 Quick tip: Click on the video above to expand it in another window. |
Click on your profile picture in the top right
Click "Equipment" in the dropdown menu
Find the piece of equipment you'd like to delete and click the down arrow next to the "Edit" button
Click "Delete"
Assigning Equipment to Inspection Events
When scheduling a drop-off and pick-up for a piece of equipment, such as a radon machine, you'll leverage inspection events.
If you aren't already using inspection events, you can find a detailed explanation of how they work in this article!
If you already have inspection events enabled, assigning a piece of equipment to an inspection event is easy!
Schedule the inspection and events as usual
In the Event box, select whether the event is a drop-off or a pick-up.
Choose the equipment you'd like to assign to the event.
Before choosing equipment, we highly recommend using the Equipment Availability report to ensure that the equipment hasn't already been assigned to another inspection event for those dates.
In the future, we hope to automate this process so you don't need to manually verify availability through the report.
Tracking Your Equipment
When a piece of equipment is assigned to an inspection, you can see where that piece of equipment is and who is assigned to the drop-off or pick-up a few different ways:
Hover over the inspection event in your calendar to see which piece of equipment is assigned.
Click into an inspection and scroll down to the "Inspection Events" box. You'll see all inspection events and the equipment assigned to them, if applicable.
Use the Equipment Report, which allows you to see an audit trail for a specific piece of equipment or inspector for a given date range.
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
