Tracking Equipment Across Sites

The Equipment Management module helps you track all security equipment — radios, flashlights, body cameras, uniforms, and more — across your sites and guards.

Accessing Equipment

1. Navigate to Assets > Equipment in the sidebar.
2. The equipment management page loads with tabs for different views.

Equipment Tabs

Inventory Tab

The main equipment inventory showing:

• Equipment ID/Tag.
• Type (Radio, Flashlight, Uniform, Body Camera, Weapon, First Aid Kit, etc.).
• Brand/Model.
• Serial Number.
• Status (Active, Maintenance, Retired).
• Condition (Good, Fair, Poor).
• Location/Site.
• Assigned Guard (if any).

Assignments Tab

View all current equipment assignments:

• Who has what equipment.
• When it was assigned.
• Check-out/check-in history.

Maintenance Tab

• Scheduled maintenance for equipment.
• Overdue maintenance alerts.
• Service history.

Usage History Tab

• Timeline of equipment usage.
• Check-in/check-out logs.
• Transfer history between guards/sites.

Reports Tab

• Equipment distribution charts (by type, by site).
• Status breakdown pie chart.
• Equipment cost tracking.

Adding Equipment

1. Click Add Equipment (Plus icon).
2. Fill in the details:
   • Equipment ID/Tag — Unique identifier or barcode.
   • Type — Select category (Radio, Flashlight, Uniform, Body Camera, etc.).
   • Brand/Model — Manufacturer and model name.
   • Serial Number — Unique serial number.
   • Status — Active, Maintenance, or Retired.
   • Condition — Good, Fair, or Poor.
   • Location/Site — Where the equipment is stored.
   • Purchase Date — When acquired.
   • Cost — Purchase price.
   • Maintenance Due Date — Next scheduled maintenance.
3. Click Save.

Assigning Equipment to Guards

1. Find the equipment item in the inventory.
2. Click the item to open details.
3. Click Assign to Guard.
4. Select the guard from the dropdown.
5. Confirm the assignment.

The guard will see their assigned equipment in the mobile app.

Equipment Check-In/Check-Out

1. When a guard receives equipment, record a Check-Out.
2. When equipment is returned, record a Check-In.
3. This creates an audit trail of who had the equipment and when.

Logging Maintenance

1. Go to the Maintenance tab.
2. Click Log Maintenance.
3. Enter:
   • Equipment item.
   • Maintenance type (Repair, Inspection, Calibration, etc.).
   • Date.
   • Performed by.
   • Cost.
   • Notes.
4. Click Save.

Reporting Lost or Damaged Equipment

1. Open the equipment item.
2. Click Report Issue.
3. Select:
   • Lost — Equipment cannot be located.
   • Damaged — Equipment is not functioning correctly.
4. Add details and photos.
5. The item status updates and an alert is created.

Exporting Inventory

• PDF — Formatted inventory report for records.
• CSV — Raw data for spreadsheet analysis.
• QR Code Sheets — Print QR codes for equipment tagging.

Tips & Best Practices

• Tag all equipment with QR codes — Makes check-in/check-out faster.
• Set maintenance schedules — Proactive maintenance extends equipment life.
• Audit inventory quarterly — Verify physical inventory matches records.
• Track costs — Purchase price and maintenance costs help with budgeting.

Troubleshooting

Equipment not appearing in inventory

• Check the status filter — you may be filtering to Active only.
• Verify the equipment was saved successfully.

Guard can't see assigned equipment

• Verify the assignment in the Assignments tab.
• Ask the guard to refresh their mobile app.

Related Articles

• Creating and Editing Guard Profiles
• Creating a New Site
• Tracking Compliance and Certifications
• Using the Fleet Dashboard