Managing Equipment

Equipment Module Overview

The PSTracker Equipment Module allow agencies to track and manage their agency equipment.

The equipment module generally manages every item of agency's equipment that does not fall within another module. For this reason, there can easily be several thousand items in this module, and if that is the case, the equipment page can easily take 20 to 30 seconds to load. To help with this, we built two methods to view equipment. Manage Equipment, and Manage Equipment (ALL).

Manage => Equipment

Navigate to Manage => Equipment

Next select the type of equipment you want to work with.

Click View Equipment to view the list of equipment reduced to that specific type.

Manage => Equipment (ALL)

Navigate to Manage => Equipment (ALL) to view the entire list of equipment. Note: the page can take 20-30 seconds to load if your agency manages thousands of items.

Manage Equipment Sub-menu

At the top right of the management page is the equipment sub-menu.

Add Equipment - Used to create a new equipment.
Equipment - Brings you to the list of equipment.
Types - Manage the equipment Types.
Makes - Manage the Makes of equipment
Models - Manage the Models of equipment
Maint (Maintenance) Types - The types of maintenance performed on your equipment.
Funding - Manage the Funding Types. (agency wide setting)
Vendors - Agency's Vendors - See System Options & Settings - Vendors.
Visibility - Adjust visible columns - See System Options & Settings - Column Visibility.

View - Edit A Equipment

To view an equipment item, click the items type for the specific equipment.

This brings you to the Equipment Details.

The Equipment Details page displays the specific details of the selected equipment item, and optionally up to four photos of the equipment. There are several tabs at the bottom allowing you to view and/or manage details such as:

Maintenance
Work Orders
Armory Audits
Equipment Audits
Vehicle Audits
Checkouts
Files
Logs

Maintenance

To add a maintenance entry for this equipment, click the Add Maintenance button at the top right of the maintenance list. A window opens allowing you to create a maintenance entry for the specific equipment.

If you are a Equipment Manager, you will also see Edit links at the far right of each maintenance entry. Clicking the Edit link allows you to edit a specific maintenance entry.

Work Orders

A list of the work orders associated with this specific equipment. Click on a work order number view the details.

Armory Audits

If your agency uses the Equipment Armory Module, this tab will show the armory audits this equipment item was a part of.

Employee Audits

If your agency uses the Employee Audit Module, this tab will show the audits this equipment item was a part of.

Vehicle Audits

If your agency uses the Vehicle Audit Module, this tab will show the audits this equipment item was a part of.

Checkouts

If your agency uses the Checkout Module, this will show the checkout history for this equipment item.

Files

Adding files to an equipment is a great way to scan in and attach paper documents such as receipts, purchase orders, or even photos to store and associate with this equipment.

If your agency allows file uploads and your user account has the File Upload group permission, you will see an Add File button at the top right of the list of files. Click Add File which opens window allowing you to upload a file to this equipment.

If you have the File Upload group permission, you will also see the Rename and Delete File links at the far right of each file entry. Clicking the Rename link allows you to rename that specific file. Clicking the Delete link permanently removes that specific file.

Add Equipment

To add a new equipment, at the top right click Add Equipment.

This will open a modal allowing you to add a new equipment item.

Fill in the fields as appropriate.

Explanation of Equipment fields:

Make - The equipment Make (e.g. Dell, Panasonic).
Model - The equipment Model.
Caliber - The equipment Caliber.
Style - The style of equipment (e.g. Semi-auto, shotgun, less-lethal).
Serial - The equipment serial number.
Unit (Optional) - This equipment can be tied to a specific unit.
Department - Generally Police (unless your agency uses the multi-department feature )
Location - Where the equipment is physically located.
Number - You own in-house numbering system for this equipment.
Other 2 - 6 - Agency customizable variables we can set unique to your agency.
Vendor - The vendor for this equipment.
Funding (Optional) - The funding source.
Notes - Administrative notes to assist in managing this equipment.
Issue Date - Date this equipment was issued to the field.
Purchase Date - Date this equipment was purchased.
Purchase Price - Cost of this equipment.
Sales Date - Date this equipment was sold.
Sales Price - Amount this equipment was sold for.
Next Maintenance Date - Date you wish to perform the next maintenance.
- Note: Emails will be sent to selected personnel notifying that maintenance is upcoming at 30, 15, 7, the day of and 30 days overdue. These are dates are created during setup but can be modified by PSTracker Support.
Warranty Date - Date of warranty expiration for this equipment.
- Note: Emails will be sent to selected personnel notifying that warranty expiration is upcoming at 30, 15, 7, the day of and 30 days overdue. These are dates are created during setup but can be modified by PSTracker Support.
Vehicle - The vehicle this equipment is assigned to.
Employee - The employee this equipment is assigned to.
Checkout - Can this equipment be checked out within the checkout module.
Armory - Is this equipment in the armory.
In-Service - Is this equipment in service.
Show in Work Order List - Is this equipment in the Work Order select list.
Active - The status of this equipment. Active means the equipment is currently in use.
Archive - This means the equipment is no longer in use. You archive an equipment rather than delete a equipment so that you will always have a historical record of this equipment.

Edit Equipment

To edit an Equipment item:

If you have the edit column visible, you can click the edit button for the specific equipment.
Alternatively, view the equipment and then click Edit Equipment button at the upper left.