Equipment in the Mobile App (Advanced): Track, Check In, and Manage Equipment Profiles
🚜 Equipment in the Mobile App (Advanced): Track, Check In, and Manage Equipment Profiles
🧭 Introduction
The Equipment page in the Ontraccr mobile app gives users a powerful interface to create, view, check in/out, and manage equipment records — all from the field. With support for detailed info, cost tracking, assigned users, tasks, and even QR-based form submissions, this is your complete guide to equipment on mobile.
📍 Where to Access Equipment
- Tap “More” from the bottom nav bar
- Tap “Equipment”
Visibility depends on your role’s permissions.
🔍 Navigating Equipment
1. Filter by Labels
- Tap the filter icon (top-left) to select from custom equipment labels (e.g., “Rental”, “Heavy Machinery”)
- Tap Save to apply
- Tap the trash bin icon to clear filters
2. Search by Name
- Use the search bar to locate equipment by name (not ID)
➕ Creating a New Equipment Profile
Tap the plus icon (top-right)
🟥 Required Fields:
- Name
- Status (e.g., Active, Needs Repair — pulled from web-configured status list)
- Division (if multiple divisions exist)
🟨 Optional Fields:
- ID (e.g., Unit #, license)
- Type (category of equipment)
- Hourly / Daily Cost & Billing Rate
- Cost Code (used for job costing)
- Assigned User (who’s currently using it)
Tap Save to complete setup.
🧾 View/Edit Equipment Profile
Tap any item to open its full profile. Color indicators show status:
- 🟥 Red = Not currently checked in
- 🟩 Green = Currently checked in to a job
Tap the pencil icon (top-right) to enter edit mode.
🗂️ Equipment Tabs Explained
Each equipment profile includes several tabs at the top:
1. Info
- All primary details:
- Name, ID, status, assigned user, cost, billing, cost code
- Also includes:
- Custom fields (e.g., Odometer, Inspection Date)
- Tap the pencil icon to edit
2. Labels
- Lists all assigned labels (e.g., “Rental”, “Lift Truck”)
3. Check In
- Shows:
- Current project (if checked in)
- All other assigned projects
✅ Check In or Out:
- Tap a project → Confirm switch
- Equipment can only be in one job at a time
If global project selection is enabled, you can check equipment into any project, even if not pre-assigned.
4. Files
- View any documents uploaded to the equipment profile:
- Manuals
- Safety sheets
- Diagrams
- Tap a file to open or download
5. Tasks
- View and create tasks related to this equipment
- Tap + to create:
- Title, description, due date
- Repeating schedule
- Assigned user(s)
- Reminders and cadence
- Priority
- Attach files or photos
- Assign a form template
Great for scheduled maintenance or recurring inspections.
6. Notes
- Add technician notes or jobsite updates
- Tap the add note field to type or dictate a message
- Tap the red arrow to post the note
7. Forms
- View all forms submitted and linked to this equipment
- Tap to open and review content
- Use the search bar to filter by form title
📝 Submit an Equipment-Linked Form
Tap the form with pencil icon (top-right)
- Choose from any inspection or checklist form linked to this equipment via web settings
- Equipment info will auto-populate
- Complete and submit the form
📸 Scan Equipment QR Code (Optional)
If a QR code was added to the equipment:
- Tap the Camera icon
- Scan the QR code on the machine
- The profile opens instantly, and you can:
- View the record
- Submit a form with auto-fill
✅ Outcome
With the mobile Equipment tool, users can:
- Add and update detailed equipment records
- Check gear in and out of jobs
- Attach tasks, files, forms, and notes
- Submit inspections and forms with equipment auto-fill
- Track active use status from the field