Purpose Statement

The Equipment and Kit Audit ensures that the correct equipment and kits are physically present on an apparatus before a checklist begins. This process allows end users to verify asset placement so that checklist records—such as equipment readiness checks—are associated with the correct items.

By confirming or updating equipment locations at the start of a checklist, agencies maintain accurate asset tracking and ensure inspections are tied to the correct equipment.

Background Information

The Equipment and Kit Audit is a configurable feature that may appear at the beginning of a checklist. It is enabled during checklist setup and can be configured in three ways:

• Hidden – The audit does not appear for end users.
• Optional – End users may complete the audit or skip it and proceed directly to the checklist.
• Required – The audit must be completed before the checklist can begin.

When the audit appears, users review the compartments associated with the apparatus and verify that the correct equipment or kits are present. This ensures checklist records—such as equipment readiness checks—are associated with the correct assets.

A common example is SCBA equipment. After incidents where equipment may be removed, cleaned, or relocated between apparatus, the audit allows personnel to verify which specific assets are currently assigned to the vehicle.

Equipment and kit groups can also be configured with a Minimum Requirement during Apparatus Compartment configuration. This establishes the minimum number of verified items that must be present within a group. If the minimum requirement is not met during the audit, users will receive a warning before proceeding to the checklist and must provide a reason for the shortage.

Required Permissions

To fully utilize the Equipment and Kit Audit, end users must have permission to:

• Update Equipment Placement

• Update Kit Placement

These permissions allow users to remove equipment or kits from a compartment and update their location when discrepancies are identified during the audit.

Without this permission enabled:

• Users will only see verification options.

• They may encounter errors if the audit is required and equipment placement cannot be corrected.

Video

Step-by-Step Guide

1. Start the Checklist

• Navigate to the apparatus you want to check using either:

  • The Apparatus Overview, or

  • The Dashboard.

• Select the appropriate apparatus.

• Click Start Check.

• Select the checklist to begin.

If the Equipment and Kit Audit is enabled for the checklist, it will appear automatically before the checklist begins.

2. Review Apparatus Compartments

• The audit screen will display the compartments associated with the apparatus.

• Expand compartments individually to review their contents, or review them sequentially as you move through the audit.

Each compartment lists the equipment or kits currently assigned to it.

3. Verify Equipment and Kits

• Confirm each item is present in the compartment.

• Click the Thumbs Up icon to verify the item.

• Repeat for all items in the compartment.

If a compartment contains no assigned equipment or kits, verifying it will simply confirm that nothing needs to be audited.

4. Use Pass All (Optional)

If all equipment appears correct:

• Select Pass All to verify all compartments at once.

This option quickly confirms that all listed equipment and kits are present and correctly placed.

5. Remove or Relocate Equipment

If an item is not present in the listed compartment:

• Click the Trash icon next to the item.

• Select the correct location from the compartment dropdown list, or leave it unassigned if the location is unknown.

• Confirm the change to remove the item from the current apparatus or compartment.

This updates the system to reflect the equipment’s new or unknown location.

6. Add Equipment or Kits

If equipment is present on the apparatus but not listed:

• Select Add Equipment or Add Kit.

• Locate the item using one of the following methods:

  • Barcode Scanner – Scan the equipment barcode to automatically add it.

  • Search Field – Type a keyword or equipment ID to locate the item.

• Select the correct item.

• Confirm to assign it to the compartment.

The equipment will now appear in the audit list and be associated with the apparatus.

7. Review Minimum Equipment Requirements

If an equipment or kit group has a minimum requirement configured:

• Verify enough equipment has been confirmed to satisfy the minimum quantity.
• If the minimum has not been met, you may continue the audit, but a warning will appear when you attempt to proceed to the checklist.

6. Provide a Reason for Equipment Below Minimum (If Prompted)

If one or more equipment groups remain below the configured minimum:

• Select Continue.
• The Equipment Below Min dialog will display:
  • The affected compartment.
  • The equipment group.
  • The required minimum and current verified count.
• Select a reason from the Select Reason dropdown.
• Enter additional comments explaining the shortage.
• Select Continue to acknowledge the warning and begin the checklist.

7. Complete the Audit

• Continue verifying, adding, or removing items as needed.

• Satisfy all equipment and kit group minimum validation rules.

• Once all compartments are verified, click Continue.

You will then be taken directly into the checklist to complete the inspection tasks.

Best Practices

• Verify equipment placement during daily apparatus checks.
• Configure minimum requirements for critical equipment groups such as SCBAs, EMS bags, or rescue equipment.
• Investigate recurring below-minimum warnings to identify inventory or operational issues.
• Provide meaningful comments whenever equipment is below the configured minimum to improve accountability and reporting.
• Use barcode scanning whenever possible to quickly locate and verify equipment.
• Ensure users responsible for apparatus checks have permission to update equipment and kit placement.

Troubleshooting & FAQs

I received an "Equipment Below Min" warning. What does it mean?
One or more equipment or kit groups did not meet the configured minimum quantity required for that apparatus compartment.

Can I continue if I don't meet the minimum requirement?
Yes. After selecting a reason and entering a comment explaining the shortage, you can continue to the checklist.

Does the Equipment Below Min warning change equipment assignments?
No. The warning only records the reason for the shortage. Equipment placement must still be updated through the audit if items have been relocated.

Why am I required to provide a reason?
Your agency has configured minimum equipment requirements for one or more equipment groups. Providing a reason creates an audit trail whenever those minimums are not met.

I cannot remove equipment from a compartment.
Your user role may not have permission to update equipment or kit placement. Contact your system administrator.

The audit does not appear when starting a checklist.
The Equipment and Kit Audit may be disabled or configured as hidden during checklist setup.