Equipment Management in Ontraccr — Conceptual Overview
🛠️ Equipment Management in Ontraccr — Conceptual Overview
📘 What Is the Equipment Feature?
Ontraccr’s Equipment feature is a centralized tracking and management system for all physical assets your business owns or services—whether internal (your company’s equipment) or external (customer-owned equipment you maintain). It bridges the gap between inventory management, field usage, compliance, and job costing—all in one integrated experience.
🎯 Purpose & Value
The Equipment module is designed to:
- Provide real-time visibility of where equipment is, who’s using it, and what condition it’s in
- Streamline maintenance, inspections, and service workflows
- Support field teams with easy access to equipment profiles, documentation, and tasks via mobile
- Automate cost tracking and equipment movement through forms and workflow logic
- Replace disconnected spreadsheets and manual tracking with structured, audit-friendly records
🧱 Core Concepts
1. Equipment Profiles
Every item—whether a bulldozer, pickup truck, or generator—has its own profile. Each profile includes:
- Name, Type, Division, and Status
- Optional fields: ID, labels, assigned user, cost codes, billing rates
- Custom fields defined per equipment type
- Attached documents, inspection history, tasks, and a full audit trail
2. Types & Custom Fields
Equipment is grouped by type (e.g., Excavator, Roller), which controls:
- What custom data is collected
- Which forms are mapped for quick access
This structure allows companies to tailor equipment data collection to match the unique needs of each category.
3. QR Code Integration
Each profile can generate a QR code or barcode (custom format). Once attached physically to equipment:
- Scanning the code instantly opens the equipment’s profile in the mobile app
- Users can view history, complete inspections, and launch mapped forms on the spot
📲 Field-Ready Mobile Experience
The mobile app provides a streamlined experience for crews in the field:
- Scan QR codes to open profiles instantly
- Check equipment in/out of job sites
- Launch mapped forms (pre-filled with equipment data)
- Add notes or files from mobile
- View and complete assigned tasks
All core functions are available on mobile except for the Timeline tab, which is web-only.
🔁 Workflow Integration
Ontraccr allows you to integrate equipment into automated workflows, enabling:
- Cost tracking via the Update Cost block (pulls from equipment tables)
- Location updates via the Update Equipment block (moves equipment between projects/sites)
- Auto-filling forms with equipment data, reducing user input and errors
📈 Visibility & Accountability
The Equipment feature is tightly integrated with Ontraccr’s broader ecosystem, providing:
- A Timeline audit trail for each item (who used it, where it went, what forms were completed)
- Task tracking for inspections, repairs, or compliance
- Label and type-based filtering for fast searches
- Status tracking (e.g., Active, Maintenance, Needs Repair) to highlight items needing attention
🧠 Real-World Use Case Example
Imagine a construction company managing a fleet of 200+ assets:
- Field techs scan QR codes to access safety manuals and complete inspection forms
- Equipment is checked in/out of job sites using timers and logs
- Maintenance tasks repeat monthly, with reminders and form attachments
- Finance teams use the Update Cost block to auto-allocate billing based on equipment usage
In this setup, Ontraccr becomes the operational backbone for equipment usage, service, and accountability.
✅ Summary
The Equipment feature in Ontraccr transforms asset tracking from a reactive, spreadsheet-based chore into a live, structured, and intelligent system that supports your entire organization—from the jobsite to the back office.
It’s more than an inventory tool. It’s:
- A digital record-keeping system
- A field enablement tool
- A cost tracking mechanism
- A compliance safeguard
When used to its full extent, it ensures your equipment is always accounted for, optimized, and ready to work.