Equipment Fields Explained

🧾 Equipment Fields Explained (Name, ID, Division, Status & More)
 

📘 Overview

When creating or editing an equipment profile in Ontraccr, you'll encounter various fields—some are mandatory, while others are optional but highly useful. This article outlines every available field, what it does, and how to use it based strictly on what was covered in the product deep dive.

✅ Mandatory Fields

These fields must be filled out to successfully create an equipment profile:

1. Name

• The primary label for the equipment.
• Example: Ford F150, CAT 320 Excavator, Generator A12.

2. Division

• Required only if your account has more than one division.
• Controls visibility: You can assign the equipment to one or more divisions to restrict or allow access across teams.

3. Status

• Describes the operational state of the equipment.
• Default statuses:
  • Active
  • Inactive
  • Needs Repair
  • Maintenance
• 🔧 To add custom statuses:
  • Go to Settings → Labels and Statuses → Equipment Statuses
  • Use the Add + button to create a new status
  • Custom statuses become available in the dropdown selector when editing or creating equipment

🆗 Optional Fields

These are not required to save a profile but provide significant utility:

4. ID

• A unique identifier (alphanumeric).
• Frequently used for:
  • Internal inventory control
  • QR code generation (as a QR value input)

5. Type

• Categorizes equipment.
• Examples: Pickup, Excavator, Bulldozer, Customer Equipment.
• Custom fields and form mappings are tied to equipment types.
• Configurable in:
  • Settings → Customizations → Types (toggle from “Projects” to “Equipment”)

6. Custom Fields

• Appear dynamically based on selected Type.
• Example: If “Excavator” has defined fields like “Engine Type” or “Track Width”, they will appear after selecting that type.
• You can configure sections and fields via the pencil/edit icon on each type in the Types settings.

7. Projects

• Controls which projects this equipment can be selected in.
• 🔄 If “Enable Global Selection” is enabled, you don’t need to assign equipment to projects individually.
  • This setting is relevant inside forms where equipment dropdowns are filtered by project assignment.

8. Labels

• Additional tags that further categorize equipment beyond type.
• Example: Labeling multiple “Customer Equipment” items as Trencher, Conveyor, etc.
• Can be used for filtering and searching.

9. Assigned User

• Shows which user is currently responsible for the equipment.
• Visual only; does not enforce access restrictions or ownership.

10. Cost Code

• Links equipment to a cost code for job costing.
• Example: All bulldozers tied to a “Bulldozing” cost code.
• 🔄 Cost Codes can contain:
  • Hourly Cost
  • Hourly Billing Rate
  • These override equipment-level rates if defined.

11. Hourly & Daily Cost

• Internal operational cost.
• You can enter one or both, depending on how your costing system is set up.

12. Hourly & Daily Billing Rate

• What you charge your customer for the use of this equipment.
• Typically higher than your cost fields.

13. QR Code Value

• A free-text field used to generate a unique barcode or QR code.
• Common practice: paste the ID value here.
• Generates a scannable code shown on screen with a download button.

14. QR Code Format

• Choose from several code types:
  • QR Code (default)
  • Code 128
  • Code 39
  • EAN 13
  • EAN 8
  • UPC E
  • ITF 14

15. Picture

• Upload a photo of the equipment.
• Useful for quick identification and visual audits.

16. Buckets

• Assigns equipment to a middle-layer grouping between Customers and Projects.
• Bucket functionality is explained in a separate “Customizations” guide.

17. Files

• Upload any relevant documents:
  • Operating manuals
  • Safety instructions
  • Manufacturer specifications

🧠 Inheritance Behavior: Equipment vs Cost Code Rates