Equipment Tracker Boards in Ontraccr (Use Case)

🚚 Equipment Tracker Boards in Ontraccr
 

Overview

An Equipment Tracker Board helps you manage all your company’s equipment in a centralized, visual workflow — from new additions to inspections, maintenance, and retirement. Each piece of equipment becomes a trackable card that reflects its current status in the field or shop.

🎯 Who Uses This

• Operations managers responsible for asset management
• Field and shop crews performing inspections or repairs
• Fleet administrators keeping tabs on utilization and readiness

🔧 Key Features of Equipment Tracker Boards

• Automatically create a card when new equipment is added to the system
• Use statuses to track inspection results, repair needs, and usage status
• Trigger actions (like task assignments or form submissions) when equipment enters a new stage
• Customize card fields to capture things like equipment ID, condition, location, etc.
• Use filters to find equipment by type, status, or assigned user

🧭 Typical Equipment Workflow

1. Equipment is added to the Ontraccr system
   • A board card is automatically created via workflow
   • Starts in “Active” or “Pending Inspection”
2. Inspections are logged
   • Card may move to “Needs Repair”, “Out of Service”, or “Cleared for Use”
3. Maintenance tasks are scheduled and completed
   • Tasks can be auto-assigned to foremen or shop techs
4. Equipment is tracked through its lifecycle
   • Can be moved to “Retired” or archived when no longer in use

🧩 Example Statuses

• Active
• Pending Inspection
• Needs Repair
• Out of Service
• Under Maintenance
• Cleared for Use
• Retired

📝 Example Card Fields

• Equipment Name
• Equipment ID
• Assigned Operator
• Last Inspection Date
• Condition / Status
• Service History
• Linked Project / Division
• Location

⚙️ Automation Setup (Optional)

1. Go to Board > Settings > Workflows > Add +
2. Choose: Create card when equipment is created
3. Define:
   • Initial status (e.g., “Active”)
   • Card color
   • Field mappings (e.g., Equipment Name → Card Title)
4. Submit
   Now, every new equipment item entered in Ontraccr is automatically tracked.

🧠 Tips & Edge Cases

• You can link board cards to equipment forms for inspections or repairs
• Automate tasks when equipment enters “Needs Repair” to alert the shop
• Use Timeline View to monitor availability over time
• Group equipment by division, project, or location using filters or board structure