Purpose Statement

This article explains how to manage equipment records in the First Due system. Users can create new equipment, assign equipment, update equipment details, manage type-specific specifications, duplicate existing items, archive inactive equipment, and permanently delete records when appropriate. This workflow ensures accurate inventory tracking, supports operational readiness, and maintains complete equipment lifecycle documentation.

Background Information

Managing equipment records is essential for maintaining an accurate and operationally ready asset inventory. Equipment records store identifying details, assignment information, lifecycle data, and type-specific specifications used for maintenance tracking, compliance, and reporting.

Equipment records can be accessed in two primary ways:

1. From Assets > Equipment List using the Edit pencil
2. From an equipment item's Equipment Overview by selecting Update Record

During the creation phase, users can only access:

• Info
• Specifications

After saving the equipment item, additional sections become available:

• Checklists
• Work Orders
• Preventative Maintenance
• System Log

The Specifications section is dynamic and changes based on the selected Equipment Type. For example, selecting SCBA displays SCBA-specific compliance and testing fields.

Equipment records should be maintained throughout the lifecycle of the equipment item to ensure assignment accuracy, maintenance compliance, and historical reporting integrity.

Required Permissions

Users must have the following permissions:

• Equipment: Read, Create, Update, Delete
• Equipment Overview: Allow
• Equipment List Saved Views: Read, Create, Update, Delete
• Update Status of Equipment: Allow (if applicable)
• Access to the Assets module

Video

Step-by-Step Guide

Add a New Equipment Item

• Navigate to Assets > Equipment List
• Click New Equipment
• Enter required fields:
  • Name
  • Equipment ID
• Complete additional fields in the Info tab as applicable
• Click the Specifications tab
• Select an Equipment Type
• Enter as much relevant data as possible in the type-specific fields that appear
• Click Save

Access an Equipment Record

From the Equipment List

• Navigate to Assets > Equipment List
• Locate the equipment item
• Click the Edit (pencil) icon

From an Equipment Overview

• Navigate to Assets > Equipment Overview
• Select the equipment item and click Update Record

Assign Equipment (Individual Assignment Only)

• Access the equipment record using one of the methods above
• Locate the Assigned To or Home Location fields
  • Assigned To references the items current assignment
  • Home Locations references the permanent placement of an item

• Select the appropriate assignment type:
  • User
  • Compartment
  • Storage Location
  • Pouch
• Choose the specific user or location from the dropdown
• Click Save

Edit Equipment Information

When editing an equipment item, users can manage multiple sections within the equipment record. These sections are accessible from the left-hand navigation panel and central workspace.

Info Tab (General Equipment Details)

The Info tab contains core identifying and operational details for the equipment:

• Equipment Name and ID
• Equipment Group
• Assignment (User, Compartment, Storage, Pouch)
• Home Location
• Manufacturer (Make/Model)
• Serial Number
• Operational status (In Service, Primary)
• Purchase and lifecycle details (cost, dates, funding source)
• Equipment image and description

This section is the most commonly updated area and is where assignment changes should be made.

Specifications Tab (Type-Specific Configuration)

The Specifications tab allows users to define technical and compliance-related details.

• The Equipment Type field determines what additional fields appear
• Selecting an equipment type (e.g., SCBA) dynamically displays relevant data fields specific to that equipment category
• These fields support compliance tracking, testing schedules, and detailed component data

This dynamic structure ensures users only see fields relevant to the equipment being managed, improving accuracy and usability.

Additional Tabs (Operational Context)

The equipment record also includes additional tabs that provide a complete operational view:

• Checklists – View and manage equipment check templates and history
• Work Orders – Track maintenance and repair activities
• Preventative Maintenance – Manage scheduled service intervals
• System Log – View a history of changes and system activity

These sections are not directly edited in the same way as Info/Specifications but are critical for ongoing equipment management and auditing.

Duplicate an Equipment Item

• Navigate to Assets > Equipment List
• Locate the equipment item
• Select the ellipsis (three dots) in the Actions area to reveal additional options and 
• Select the Duplicate icon
• Enter:
  • New Equipment ID
  • Equipment Name (optional)
  • Description (optional)
• Click Copy
• The new item will appear in the Equipment List

Archive Equipment Items

• Navigate to Assets > Equipment List 
• Locate the equipment item 
• Click the ellipsis (three dots) in the Actions column 
• Select Archive 
• Review the confirmation prompt 
• Click Confirm

Archive Workflow Behavior

The archive confirmation prompt now varies depending on whether the equipment item has an End of Service Life Date entered under the Specifications tab.

If an End of Service Life Date Exists

The system displays the standard archive confirmation prompt and includes a warning that:

• The item will be removed from the active Equipment List
• Historical information will remain available
• The equipment item can no longer be used in the system
• Archiving cannot be undone

If No End of Service Life Date Exists

The system displays an additional warning message indicating:

• If the End of Service Life Date field is blank, the system will automatically set it to the current date during the archive process
• Archiving cannot be undone

This update helps ensure archived equipment records maintain a complete lifecycle history.

Delete Equipment

• Navigate to Assets > Equipment List
• Locate the equipment item
• Click Delete or the Trash icon
• Click Confirm

Best Practices

• Enter as much information as possible during equipment creation to reduce future updates
• Always select the correct Equipment Type to ensure proper data tracking
• Assign equipment directly within the equipment record for accuracy
• Use duplication for similar equipment entries to save time
• Prefer archiving over deletion to retain historical records
• Regularly review and update specification and maintenance data
• Limit delete permissions to appropriate administrative roles

Troubleshooting & FAQs

Q: Why can I only see limited sections when creating equipment?
A: Only Info and Specifications are available during creation. Additional sections appear after saving the record.

Q: Why do fields change under Specifications?
A: Fields are based on the selected Equipment Type and will update dynamically.

Q: What is the difference between archive and delete?
A: Archiving retains history while removing the item from active use. Deleting permanently removes all data.

Q: Can I assign equipment during creation?
A: Yes, assignment fields are available in the Info tab during creation.

Q: Can deleted equipment be recovered?
A: No, deletion is permanent.

Q: Why can’t I see certain actions?
A: Your permissions may not allow access—contact your administrator.