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/Editing Equipment
Go to the Equipment page. This can also be accessed by clicking on your avatar in the upper right-hand corner and selecting "Equipment" from the menu.
Adding Equipment
Click the "Add Equipment" button in the upper right-hand corner.
Editing Equipment
Click the "Edit" button for the equipment you'd like to edit.
Fill out the form and click "Save."
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
Serial Number
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 our 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 by:
Go to the Equipment page.
Find the piece of equipment you'd like to delete and click the down arrow next to "Edit" button.
Select "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 on how they work in this article.
If you already have inspection events enabled, assigning a piece of equipment to an inspection event is easy:
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.
