Manage Equipment

This guide walks you through managing equipment records, filtering inventory, and maintaining equipment lifecycle.

Prerequisites

• Access to your brigade’s StationOne instance
• For editing: Brigade admin or organisation admin role
• Equipment already created in the system

View Equipment List

1. Navigate to Equipment

1. Log in to StationOne
2. Select your organisation and unit
3. Click Equipment in main navigation
4. Equipment list displays

2. Equipment List Views

The equipment list shows:

• Equipment name
• Category
• Serial number
• Vehicle assignment (if any)
• Location
• Next inspection due
• Status (active/inactive)

Search and Filter Equipment

Search by Name

Find specific equipment:

1. Use search box at top of equipment list
2. Enter equipment name, serial number, or keyword
3. Results filter automatically
4. Clear search to view all

Filter by Category

View equipment by type:

1. Click Category dropdown
2. Select category:
   • Safety Gear
   • Tools
   • Rescue Equipment
   • Breathing Apparatus
   • Communication
   • Medical
   • Custom categories
3. List filters to show only selected category
4. Select “All Categories” to clear filter

Filter by Vehicle

See vehicle-mounted equipment:

1. Click Vehicle dropdown
2. Select vehicle
3. View all equipment assigned to that vehicle
4. Useful for vehicle inventory checks

Filter by Location

Find equipment at specific stations:

1. Click Location dropdown
2. Select station or depot
3. View all standalone equipment at that location
4. Vehicle-mounted equipment filters by vehicle location

Filter by Status

Toggle active/inactive equipment:

1. Click Status filter
2. Options:
   • Active Only (default) - In-use equipment
   • Inactive Only - Out of service or retired
   • All - View everything
3. List updates to show selected status

Filter by Inspection Status

Find overdue or due soon equipment:

1. Click Inspection Status filter
2. Options:
   • Overdue - Past due for inspection
   • Due Soon - Inspection coming up
   • Up to Date - Recently inspected
   • All - No inspection filter
3. Useful for prioritizing inspections

Edit Equipment Details

1. Open Equipment

1. Navigate to Equipment
2. Click on equipment name
3. Equipment detail page displays

2. Edit Equipment

1. Click Edit button
2. Update any fields:
   • Name
   • Serial number
   • Category
   • Vehicle assignment
   • Location
   • Active status
3. Click Update Equipment

Note: Changes save immediately and reflect in all views.

Reassign Equipment

Move Between Vehicles

Transfer equipment to different vehicle:

1. Edit equipment
2. Change Vehicle dropdown
3. Select new vehicle or “None” for standalone
4. Save changes

Equipment location now tracks with new vehicle.

Change Storage Location

Update standalone equipment location:

1. Edit equipment
2. Update Location field
3. Save changes

Useful for tracking equipment movement between stations.

Deactivate Equipment

Mark Equipment Inactive

Temporarily remove from active inventory:

1. Edit equipment
2. Uncheck Active checkbox
3. Save changes

Effects of Deactivation:

• Hidden from standard equipment lists
• Inspection schedules paused
• Cannot be assigned to new vehicles
• Not available in active inventory counts
• History and records preserved

When to Deactivate:

• Equipment sent for repair
• Temporarily out of service
• Awaiting parts or servicing
• End of season (seasonal equipment)
• Testing or evaluation period

Reactivate Equipment

Return equipment to active status:

1. Filter to show Inactive Only
2. Find equipment
3. Edit equipment
4. Check Active checkbox
5. Save changes

Equipment returns to active inventory and schedules resume.

Delete Equipment

Permanently Remove Equipment

Delete equipment from system:

1. Open equipment detail page
2. Click Delete button
3. Confirm deletion

Warning: Deletion is permanent and removes:

• Equipment record
• All inspection history
• All inspection schedules
• Associated actions (if any)

Alternative: Consider marking inactive instead to preserve history.

When to Delete:

• Equipment was added by mistake
• Duplicate records
• Equipment permanently disposed
• No historical value to retain

View Equipment Details

Equipment Detail Page

Access comprehensive equipment information:

1. Click equipment name from list
2. View tabs:
   • Overview - Basic details
   • Inspection History - Past inspections
   • Inspection Schedules - Active schedules
   • Actions - Related maintenance actions

Inspection History

Review all past inspections:

1. Open equipment detail page
2. Click Inspection History tab
3. View:
   • Inspection date
   • Inspector name
   • Template used
   • Pass/fail result
   • Actions generated
4. Click inspection to view full details

Scheduled Inspections

See upcoming inspection requirements:

1. Open equipment detail page
2. Click Inspection Schedules tab
3. View all active schedules
4. See next due dates
5. Edit or delete schedules

Associated Actions

Track maintenance and repairs:

1. Open equipment detail page
2. Click Actions tab
3. View:
   • Open actions (pending repairs)
   • Closed actions (completed work)
   • Action history
4. Click action for full details

Bulk Operations

Export Equipment List

Export inventory to spreadsheet:

1. Navigate to Equipment
2. Apply desired filters
3. Click Export button
4. Download as CSV or Excel
5. Open in spreadsheet software

Uses for Export:

• Inventory reports
• Asset tracking
• Budget planning
• Compliance documentation

Print Equipment List

Create printed inventory:

1. Navigate to Equipment
2. Apply filters if needed
3. Click Print button
4. Print preview opens
5. Print or save as PDF

Organization Best Practices

Naming Conventions

Use consistent naming:

• Include equipment type
• Add identifier or number
• Include location if relevant
• Keep searchable

Examples:

• “BA Set #12 - Station 1”
• “Hydraulic Spreader - Rescue 2”
• “Thermal Camera - TIC-001”

Category Assignment

Categorize consistently:

• Assign category to all equipment
• Use standard categories across brigade
• Match template categories
• Enable better filtering and reporting

Serial Number Tracking

Maintain serial numbers:

• Record manufacturer serial numbers
• Add asset tags if used
• Update if equipment replaced
• Use for warranty and recalls

Location Management

Keep locations current:

• Update when equipment moves
• Standardize location names
• Track inter-station transfers
• Maintain accurate inventory

Regular Audits

Conduct periodic equipment audits:

• Quarterly or annually
• Verify physical inventory matches system
• Update inactive equipment
• Identify missing equipment
• Correct discrepancies

Lifecycle Management

New Equipment

When adding new equipment:

1. Create equipment record
2. Assign category and serial number
3. Set up inspection schedules
4. Create or verify templates exist
5. Conduct initial inspection

Regular Maintenance

Ongoing equipment management:

1. Conduct scheduled inspections
2. Address inspection failures
3. Track out of service periods
4. Update details as needed
5. Monitor usage and condition

Retirement Process

When retiring equipment:

1. Mark as inactive
2. Document retirement reason
3. Conduct final inspection if required
4. Archive or delete record
5. Update inventory counts
6. Plan replacement if needed

Common Issues

Equipment Not Appearing in List

If equipment missing from list:

1. Check if marked inactive
2. Verify unit/organization selection
3. Clear all filters
4. Use search to find by name
5. Check permissions

Cannot Edit Equipment

If edit button disabled or changes won’t save:

1. Verify you have admin role
2. Check equipment belongs to your unit
3. Ensure not in read-only mode
4. Try refreshing page
5. Contact organisation admin

Vehicle Not Available in Dropdown

If can’t assign to vehicle:

1. Verify vehicle exists in your unit
2. Check vehicle is active
3. Ensure vehicle belongs to same unit as equipment
4. Refresh page
5. Contact admin if vehicle missing

Inspection Schedules Not Working

If schedules inactive after reactivating equipment:

1. Open equipment detail page
2. Go to Inspection Schedules tab
3. Edit each schedule
4. Re-check Active checkbox
5. Save schedules

Export Not Including All Equipment

If export missing items:

1. Clear all filters first
2. Verify unit selection
3. Check active/inactive filter
4. Try export again
5. Contact support if issue persists

Tips

Efficient Equipment Management

Regular Reviews:

• Monthly inventory checks
• Quarterly detailed audits
• Annual comprehensive reviews
• Update records as needed

Utilize Filters:

• Create common filter combinations
• Bookmark filtered views
• Use inspection status filters for planning
• Export filtered lists for reports

Maintenance Planning:

• Track equipment age
• Monitor inspection failure trends
• Plan replacements proactively
• Budget for lifecycle costs

Documentation

Maintain Thorough Records:

• Serial numbers and asset tags
• Purchase dates and costs
• Manufacturer information
• Warranty expiration dates
• Service history

Use Inspection Comments:

• Document condition trends
• Note minor issues
• Track usage patterns
• Plan preventive maintenance

Integration with Other Features

Link with Vehicles:

• Vehicle-mounted equipment inspected together
• Track equipment moves with vehicles
• Coordinate maintenance schedules

Coordinate with Actions:

• Review action history
• Identify recurring issues
• Track repair costs
• Plan improvements

Template Management:

• Create category-specific templates
• Update templates based on experience
• Share templates across units
• Standardize inspections

Related Guides

• Add Equipment - Creating equipment records
• Inspect Equipment - Scheduling and conducting inspections
• Equipment Tracking - Feature overview
• Create a Vehicle - For vehicle-mounted equipment
• Actions - Managing maintenance tasks