Quick Guide to understanding “Equipment Manager”
This module allows you to track and manage your Equipment. It also allows for integrated management of company owned and cross-rented / sub-hired equipment on site within one view, providing access to all information linked to equipment.
For easy searching of a specific piece of equipment, use the “Search” selection.
To edit an equipment item, use the edit option available.
To view the equipment items, use the view option available.
Use the filter option available for each item for easy searching.
- Add Equipment
Navigate to the tab on your dashboard.
Ensure that you are in the correct equipment field. You can view your own equipment, your Service Provider Equipment, and your Archived equipment by selection the relevant field.
To add your own equipment, ensure that you are in the “owned equipment field”, then select
Fill in the all the required fields that are pertaining to any Equipment and Vehicle you are required to add.
Note: Use the dropdown selection when selecting your required licence if its applicable to the equipment type. These licenses are preloaded operating licenses.
Use the dropdown selection available when selecting your area.
Fill in the rest of the details.
When selecting the Service Status, make use of the dropdown selection.
This allows you to update the status of the Equipment item (Written off, Out of Service or In Service) by simply selecting the applicable option.
Continue to fill in the rest of the details.
Ensure that you select the Equipment Category using the dropdown selection available.
Once you have completed the relevant fields select the button.
All your equipment items will display in a list format as displayed below.
To edit and/ or update the in-depth information on the Equipment you have created, select the in the line item of the Equipment you want to update.
An image of the item can be uploaded for easy identification.
Select upload photo, choose the image form your PC and save.
To add a milage tracker and reminder to the Equipment item, select “Milage tracker.”
Fill in the necessary information and select save.
If you need to edit the assigned equipment category for the specified equipment piece, use the dropdown selection available under “Set Equipment Category” and select “update”.
- Equipment Information
View and edit all general details captured pertaining to the Equipment item such as service dates and location updates.
Use the required license option to add additional license requirements that Employees must comply with to operate this equipment.
- Mandatory Documents
Depending on the project that this item piece is linked to, the specific mandatory documents will pull in here to view. You will be required to upload any supporting documentation where applicable.
Note: These documents pull in from the Mandatory documents created under “Manage Equipment Category and Mandatory Documentation”
- Driver / Operators
This will enable you to assign an Operator to any item from your Linked Employees, as well as maintain the Operators information.
Note: These Employees must first be linked to your Company. This information will also be displayed under the information tab of the Equipment item.
Your list of Employees will display in the grid to the left of the page, whereby you need to select the required individual and select the button.
All the employees that are linked to this specific equipment item, will be listed as displayed below.
To remove a driver, simply highlight the specific individual and select .
- Link Equipment
This allows you to link related Equipment, for E.g. a Walkie Talkie that must remain in the vehicle at all times can be linked to the selected vehicle.
Note: All Equipment must first be created on the Add Equipment Page.
Search for and select the required Equipment item to be linked and select the button.
This will allow you to upload relevant documentation related to the specific item. E.g. Roadworthy Certificates, Service records etc.
To add a Maintenance record, select
Select the relevant Certificate using the dropdown selection and add the relevant dates.
Note: The uploaded document will display to the right of your screen.
Your Maintenance Record will be displayed in a list format as displayed below.
Note: Maintenance Records cannot be edited. To view a record, click on the respective line item and select the view button. To delete a record, click on the required line item and select the delete button.
This displays the history of the specific Equipment. E.g. Date of creation, linked equipment etc. Any action by any user is recorded and displayed here.
Any license pertaining to the specific Equipment will be uploaded via this tab.
Choose the License type using the dropdown selection available.
Select the relevant dates, attach the relevant PDF document, and click save to upload your license.
Your license will be displayed in the grid as below.
Note: Licenses cannot be edited once it has been saved.
Authorizations pertaining to this Equipment can be uploaded here.
To add an authorization, select
Select the relevant dates and enter the Authorization Type (this is a free text field), attach the relevant PDF document and when you are complete, select save.
Your uploaded authorization will be displayed in the grid as below.
Note: Authorizations cannot be edited once it has been saved.
To add an inspection to the Equipment item, select
Fill in the required fields.
Use the dropdown available to select the inspection type.
Note: These types are defaulted to the system.
When you are complete, select “Save” and all of the inspection types loaded onto the system will be displayed in a list format as below.
- Rent in or Rent out
The rental equipment feature allows you to create equipment items that you are renting from an external company and / or rent out your equipment items to other companies using Passport 360.
- Archive your Equipment
If you need to archive an equipment item, highlight the required item piece, and select
You will be asked to confirm that the record be deleted, whereby you can select “ok” or “cancel.”
The selected Equipment type will now be displayed in the “Archived Equipment” grid.
If you need to reinstate an Equipment piece, highlight the required item and select
- Manage Equipment Category and Mandatory Documentation
2.1) Manage Equipment Categories
Add and manage your equipment types available for selection by your Service Providers. Your main categories will be added as Level 1.
This will allow you to add subcategories within each main category.
To create a category, select the button.
Fill in the category name and select Add.
All current equipment categories will populate in a grid as displayed below.
To view the subcategories for each equipment category, select the arrow button that appears next to the category name.
As the different levels open, it will be displayed on the right to the page, which level the equipment category is on.
To add a subcategory to an existing category level, select the button next to the listed category name. Again, you will be required to fill in the new category name and select “add” to complete the action.
Note: There may be up to four (4) categories per equipment type. Each level may have its own checklist attached, per item, within it.
2.2) Manage Equipment Documentation
To add mandatory documentation to your Equipment categories, select the button displayed next to the applicable category type.
Fill in the relative information for the individual Equipment Category.
Once you are complete, select “update” and all the mandatory documents will be displayed in the grid such as below.
Note: A frequency is added for the purpose of reminding the individual to upload the required document every 30 days for example. Even though the document may not be expired, it may be required from the Project Owner that the document be reuploaded in the specified time.
To view and edit the Mandatory documents within each category, select the button.
To delete the Category or the Mandatory document, select the applicable line item and click on the button.