How to Add Equipment Manually
➕ Adding Equipment Manually
📘 Overview
Ontraccr allows you to manually add new equipment one at a time through a user-friendly slider. This method is ideal for adding a few pieces of equipment without needing to bulk upload.
🚀 How to Add Equipment Manually
To get started:
- Navigate to the Equipment Page from the left-hand menu.
- Click the ➕ Add button at the top.
- The equipment creation slider will appear.
🧾 Fields in the Equipment Form
The slider contains multiple fields. Some are mandatory, while others are optional:
✅ Mandatory Fields
| Field | Description |
|---|---|
| Name | The name of the equipment (e.g., Ford F150). |
| Division | If multiple divisions exist in your account, you must select at least one. Otherwise, the equipment will be added to the default division. |
| Status | Choose from predefined or custom statuses (e.g., Active, Needs Repair). |
🆗 Optional Fields
| Field | Description |
|---|---|
| ID | Unique identifier for the equipment. Often used in QR codes. |
| Type | Categorize equipment into types like Excavator, Pickup, or Customer Equipment. |
| Custom Fields | Custom data fields appear based on the selected equipment type. |
| Projects | Assign to specific projects. Required if global selection is disabled. |
| Labels | Tags like Conveyor, Trencher, or Roller to further classify equipment. |
| Assigned User | Person responsible for the equipment. |
| Cost Code | Link to job costing categories (e.g., Bulldozing). |
| Picture | Upload an image of the equipment. |
| QR Code Value | Input any value to generate a QR/barcode. Usually mirrors the ID. |
| QR Code Format | Choose from QR Code, Code 128, Code 39, EAN13, EAN8, UPCE, or ITF14. |
| Hourly/Daily Cost | Internal cost to operate equipment. |
| Hourly/Daily Billing Rate | External rate charged to customers. |
| Buckets | Tag equipment to a specific location or separate database. |
| Files | Upload operating manuals, safety docs, or inspection checklists. |
🧠 Tips and Behaviors
- Type & Custom Fields: Selecting a type like Excavator may expose additional custom fields pre-configured for that type.
- Forms Mapping: Some types can have default forms (e.g., Inspection Forms) hard-mapped for quick launch later.
- Status Customization: New statuses can be added from Settings → Labels & Statuses → Equipment Statuses.
- Label Use: Helpful for further grouping equipment beyond the type (e.g., Customer Equipment → Conveyor).
- Cost Code Inheritance:
- If both cost code and equipment have rates, cost code takes precedence.
- If only equipment has rates, those are used.
- If only cost code has rates, those are used for all linked equipment.
📥 Submitting the Form
Once you’ve completed the form:
- Review all filled fields.
- Click Submit.
- The equipment will now appear in the Equipment Page.
🧹 Editing Later
- You can always edit an existing equipment entry by clicking it in the list or card view and hitting Edit.
- All the same fields will be available.
🔒 Deleting Equipment
- Archive First: Equipment must be archived before deletion.
- Go to the red filter icon → switch to Archived view.
- Find the equipment and click the Delete icon.