This document provides a guide to setting up and managing equipment-related data within the Administration Equipment section, covering manufacturers, sizes, classes, models, service schedules, service tags, disposal reasons, and inspection categories and types.
Watch the video below and keep reading to learn more.
Setting Up Equipment Manufacturers
In Administration, you can define a list of manufacturers whose equipment you purchase and manage.
Clicking an item in the search list displays the Equipment Manufacturer screen. Clicking the New icon also displays the Equipment Manufacturer screen to create a new manufacturer.
On this screen, set the name of the manufacturer. Later, when you set up Equipment Models, you will be able to select the manufacturer for the model.
Note: You can only delete Equipment Manufacturers if it has not already been assigned to Equipment in your system.
Setting Up Equipment Sizes
Next, set up a list of Sizes by which equipment you manage. These are used when you set up Equipment Models.
Click the New icon to create a new Equipment Size:
The screen enables you to specify the name of the Equipment size. When you set up equipment models, you will be able to select the size for the model. Different classes of equipment will require different sets of sizing units.
Note: You can only delete Equipment Size if they have not already been assigned to Equipment in your system.
Setting Up Equipment Classes
Next, you can set up Equipment Classes. Examples of equipment classes might include chainsaw, pickup truck, or blower.
Clicking the New icon displays the Equipment Class screen:
This screen is where you set the name of the Equipment Class. Later, when you set up equipment models, you are able to select the class for the model.
Note: You can only delete Equipment Classes if they have not already been assigned to Equipment in your system.
Using the Equipment Models Sub Tab
After you have set up your Manufacturers, Sizes and Classes, set up a list of Equipment Models. The Equipment models represent the equipment that your organization manages.
Clicking the New icon allows you to set up a new Equipment Model.
Here, you can set up details of each Equipment Model. Later, when you need to add details of equipment, you will be able to use the Equipment Model.
Note: You can only delete Equipment Models if they have not already been assigned to Equipment in your system.
In the table below, we’ve explained each field you will see on this screen, along with a description of what the field is used for:
Screen Element | Description |
|---|---|
Equipment Model Name | Required - Specify the name to identify the equipment model. |
Manufacturer | Required - Enables you to specify the manufacturer of the equipment model. Provides a selection list of active manufacturers they have defined on the Manufacturer screen. |
Size | Required - Enables you to specify the size of the equipment model. Provides a selection list of active sizes they have defined on the Size screens. |
Class | Required - Enables you to specify the class of the equipment model. Provides a selection list of active classes they have defined on the Class screens. |
Cap X Months | Required - Enables you to specify a number indicating the number of months over which they will fully depreciate or expense equipment items of that model. The value specified may be zero. |
Meter Type | Optional - If the equipment model provides a meter for monitoring equipment usage, the type of meter can be specified. Supported meter types are Miles/Km (odometer) or Hours (hour meter) depending on the type of meter the manufacturer installs on the equipment model. Aspire Mobile allows crew members to record meter readings for equipment. Equipment assets will not show up in the Crew Mobile App for the recording of meter readings unless the meter type has been specified for the model. |
Fuel Unit | Enables you to specify the units in which fuel purchase and consumption are measured. You can select from one of two options: Gallons for distance and Liters. |
Fuel Burn Rate | Fuel burn rate allows you to specify the number of gallons per meter unit type consumed by the specified equipment model. For example, if meter type is specified as “Miles/KM” and fuel unit is specified as gallons, and a selected truck gets 16 miles per gallon, then Fuel Burn Rate would be specified as 1 /16 = .06 (rounded) gallons per mile/KM (distance unit depends on the country of operations). |
Active | The Active column displays a checkbox. A checkmark in the box indicates that the model will be available when adding new equipment. Once you create a model and apply it to a piece of equipment, you cannot delete it. Marking unwanted service types as inactive allows you to hide them from you when creating new equipment items. To change the Active flag, click the checkbox. |
Service Schedules Section | This section enables you to create service schedules based on service tags they have created on the Service Tags screens, and to view or edit those service schedules that they have established for the equipment model. |
Service Schedule Header | The service schedule header labels the columns in the service header. Clicking on any label in the header sorts the schedule based on the values displayed in that column. |
Service Schedule Line | Each service schedule line represents the service schedule for a service that can be performed on the model. Clicking on a service schedule line enables you to edit the service schedule on the Service Schedule screen. |
Add Service Schedule Icon | Clicking this icon displays the Service Schedule screen enabling you to add a new service schedule. |
Page Controls | If there are more service schedules listed than will fit on one page, these controls enable you to move between pages. |
Delete Icon | The Delete icon is only enabled when the model has not been applied to a piece of equipment. Once it has been applied, the model cannot be deleted. Clicking this icon when it is enabled (red), deletes the model. If the icon is disabled (gray as shown above), hovering over the icon provides an explanation of why the model cannot be deleted and clicking it will have no effect. |
Save Icon | Clicking this icon saves the service schedule and returns you to the Models Search List screen. |
Using the Service Schedule Screen
The Service Schedule screen enables you to establish a schedule for a service to be performed on an equipment model. To define the schedule, they can specify the time between services by the number of days, number of weeks, number of months, or based on a meter reading provided on the equipment.
The Service Schedule screen is displayed when you click the Add Service Schedule icon or when you click an existing service schedule on the Equipment Model screen.
In the table below, we’ve explained each field you will see on this screen, along with a description of what the field is used for:
Screen Element | Description |
|---|---|
Service Schedule Type | Required. Enables you to specify whether the service frequency is determined by calendar time or based on meter readings. If they choose Calendar, then the second line allows you to enter Calendar Type. If they choose Meter, then the second line allows you to enter a meter reading. |
Calendar Type | Required if Service Schedule Type is Calendar. Enables you to specify the unit (days, weeks, or months) and unit number by which the calendar interval between service events is determined (i.e. service every 3 months, or every 30 days, etc.) Aspire flags that service is due based on these values. Aspire limits the maximum value you can enter in this field as follows:
|
Meter Reading | Required if Service Schedule Type is Meter. Enables you to specify the number of equipment meter units that advance between service events. Aspire flags that service is due based on these values. |
Service Tag | Required. Enables you to select a service tag that determines the type of service the schedule defines. Service tags are defined from the Service Tag Search List screen. |
Service Cost | Required. Enter the expected cost for each occurrence of the selected service. This value provides a default when a service log entry is created from the Equipment screen. |
Service Hours | Required. Enter the typical time required to perform the selected service. This value provides a default when a service log entry is created from the Equipment screen. |
Recurring Checkbox | When this checkbox is checked, Aspire will flag the service as due each time the designated interval has elapsed. If the checkbox is not checked, then it is a one-time service – once the service is performed, it will not come due again. |
Active Checkbox | Determines whether the service is available for logging to the service log from the Equipment screen. Typically, this checkbox will be checked, but it allows you to disable the service if you choose to. |
Delete Icon | The Delete icon is only enabled when the service has not been assigned to a piece of equipment. Once it has been applied, the model cannot be deleted. Clicking this icon when it is enabled (red), deletes the service schedule. If the icon is disabled (gray as shown above), hovering over the icon provides an explanation of why the model cannot be deleted and clicking it will have no effect. |
Save Icon | Clicking this icon saves the service schedule and returns you to the Model screen. |
Equipment Service Tags
On the Equipment Service Tags tab in Administration, you can set up a list of service tags which are services that can be performed on equipment; things like oil change, blade sharpening, and more. These are used to establish service schedules on the Equipment Model screen or for crew leaders to request service on equipment assets from Aspire’s mobile applications.
The screen lets you name Service Tags that will be used when a crew leader needs to request service for the equipment when they are in the field.
Each of the screen elements on the Equipment Service Tag screen is described in the following table.
Screen Element | Description |
|---|---|
Service Type | Required. Allows you to select the service type. Two types are available: Maintenance and Request Service. Maintenance service tags are used for scheduling regularly anticipated maintenance from the Aspire Desktop application. Request Service tags allow crew leaders to request service on equipment assets from Aspire Mobile. |
Service Name | Required. Descriptive name of the service to be requested. Examples might include: change oil, replace filter, repair equipment, sharpen blades, etc. |
Active | The Active column indicates whether the service tag will be available in Aspire's service tag selection lists. Marking a service tag as inactive provides a method of effectively deleting it for future use without impacting historical references to it. |
Delete Icon | Clicking this icon deletes the service tag. If the service tag has already been referenced in a service schedule or by a crew leader service request, this icon will be disabled. |
Save Icon | Clicking this icon saves the service tag. |
Disposal Reasons
The next tab for disposal reasons allows you to set up a list of reasons that equipment might be disposed of.
Examples might include damage, loss, or theft. These reasons are used when a piece of equipment is disposed of.
Clicking the New Equipment Class icon also displays the Equipment Class screen to create a new class.
Set the name of the disposal reason. Later, when you dispose of a piece of equipment, you can select one of the reasons you created on this screen.
Inspection Categories
Equipment Inspection Categories are used to build out and manage an Inspection Type. Inspection Types are used to carry out customizable equipment inspections. You can create, manage, search and view inspection categories from this screen.
The Equipment Inspection Category screen is displayed from the Equipment Inspection Category search list screen when you select the New option or click on an existing inspection category. From this screen, you can manage or create a new equipment inspection category.
Screen Element | Description |
|---|---|
Active | Enables you to switch the equipment inspection category to either active or inactive. Inactive equipment inspection categories can not be included in new inspection types. |
Critical | When the Critical option is used for an inspection category, an equipment item will be marked as Out of Service if a failing inspection score is received. Selecting Critical will automatically mark the inspection category as Score Required. Once this option is selected, the Score Required option will be grayed out. There is no indicator to differentiate an inspection category with a Score Required or Critical setting. However, because the Critical option automatically requires a score, a red asterisk will appear, indicating that a score is also required. |
Delete Equipment Inspection Icon | Click on the three dots menu to reveal the option to delete an inspection category. An inspection category can not be deleted if it is in use. |
Description | Utilize this field to provide additional details and instructions to guide equipment inspectors. You can specify what components to inspect, inspection specifications, etc... |
Display Order | Required. Use the display order to prioritize the order in which categories should be listed in Inspection Types relative to each other. |
Inspection Category Name | Required. Create or modify an inspection category name. In most cases, it is best if the name reflects a component item (i.e. brakes, lights, tires, etc...) on the equipment to be inspected. |
Inspection Types | You can choose which Inspection Types will include and display the inspection category. |
Save Icon | Click the Save icon to save updates you make to an inspection category. After clicking this option, you will return to the search list screen. |
Score Required | When the Score Required feature on the Inspection Category detail screen is used, a score must be provided for that category when conducting an equipment inspection. Score Required and Critical fields can search, filter, group, sort, and display information on the Inspection Categories advanced search screen. You can identify equipment inspection categories with the Score Required option enabled in Crew Mobile by observing the red asterisk next to the name of the Inspection Category OR the Score Required note in red lettering listed to the right of the Inspection Category name. You will receive a warning if you have not completed an inspection category that requires a score. |
Screen Title | The screen title will display as New when you first create a category and update and remain as Equipment Inspection Category for an existing equipment inspection category. |
Service Tag | Enables you to select the service needed when this inspection category fails. Inspection categories must have a service type of Request Service. |
Setting Up Inspection Types
An Inspection Type dictates the kind of inspection to be performed on your equipment. It also establishes how the inspection categories within that designated type will be rated.
The equipment inspection type screen is displayed from the Equipment Inspection Type Search List screen when you select the New icon or click on an existing inspection type.
Screen Element | Description |
|---|---|
Screen Title | The screen title will display as New when you first create an Inspection Type and update and remain as Inspection Type for an existing equipment inspection type. |
Inspection Type Name | Required. Create or modify an inspection type name. Typically, the name denotes the type of inspection to be conducted and/or the equipment item to which the inspection type applies (i.e. Tractor Inspection, Ford Truck Inspection, etc...) |
Inspection Scale | Required. The inspection scale determines how the inspection type will be rated. There are currently two types of scaling types; Pass/Fail or Green/Yellow/Red
|
Delete | Inspection Types that are in use cannot be deleted. |
Cancel | Click Cancel to undo unsaved changes and to be directed back to the inspection types search list. |
Save | Click Save to retain updates you make to an inspection type. After clicking this option, you will return to the search list screen. |
