Assets Setup: Creating an Equipment Group

Assets Setup: Creating an Equipment Group

Purpose Statement

Equipment Groups allow you to categorize equipment so users can quickly filter lists, streamline inspections, and improve reporting consistency.

Background Information

Common ways to group equipment include:

  • Equipment type (SCBA, AED, Radios, Extinguishers, etc.)

  • Program/compliance (Annual test, calibrated items, NFPA-related items)

  • Deployment (Frontline vs reserve, station caches)

Prerequisites:

  • Equipment records should already exist if you plan to assign them during group creation.

Required Permissions

To access Assets > Setup and manage setup-level configuration, users typically need an Assets setup permission (commonly Assets - Setup Settings).

Notes
If you can view but not manage equipment groups, have an administrator review your role permissions for Assets Setup management.

Video


Step-by-Step Guide

Step 1: Navigate to the Assets module Setup

  • Navigate to Assets from the main menu

  • Select Setup




Step 2: Open the Equipment Groups tab

  • Click Equipment Groups




Step 3: Create a new group

  • Select New Equipment Group



Step 4: Enter group details

  • See field definitions below

Info
1. Name

  • The display name of the equipment group.

  • This name appears throughout the Assets module when filtering, reporting, and assigning equipment.

  • Use a clear, descriptive name that reflects the purpose of the group (example: SCBA Equipment, Annual Test Items).

2. Short Code

  • An optional abbreviated identifier for the equipment group.

  • Commonly used for quick reference, exports, or internal naming conventions.

  • Short codes are typically concise and standardized (example: SCBA, AED, RADIO).

3. Equipment Type

  • Defines the category of equipment included in the group.

  • This helps standardize grouping and can improve filtering and reporting consistency.

  • Select the option that best matches the primary type of equipment in the group.

4. FEMA Cost Code

  • Associates the equipment group with a FEMA cost category.

  • Used for incident cost tracking, reimbursement, and disaster reporting.

  • Select a FEMA cost code if the equipment may be referenced for FEMA-related reporting; otherwise, this field can be left unselected.

5. ISO Classification
  • Identifies the ISO equipment classification for the group.

  • Supports ISO rating documentation and compliance reporting.

  • Select the appropriate classification if the equipment contributes to ISO evaluations.

6. Include in Equipment Audit

  • Determines whether equipment in this group is included in Equipment Audit checklist workflows.

  • When enabled, all equipment assigned to this group will appear in the Equipment & Kit Audit within a checklist.

    • The Equipment & Kit Audit must be enabled within a checklist setup in order to enable this function 

  • Recommended for frontline, compliance-driven, or operationally critical equipment.

7. Description

  • An optional free-text field used to explain the purpose or rules of the group.

  • Helpful for documenting inclusion criteria (example: “All frontline SCBA units assigned to engines”).

  • Best practice is to use this field to capture internal standards or expectations.

8. Equipment

  • Allows you to assign one or more equipment records to the group.

  • Equipment can be selected from the dropdown list.

  • Items can be added or removed later when editing the group.




Step 5: Save the group

  • Click Save

Step 6: Confirm the group was created

  • Verify the new group appears in the Equipment Groups list


Step 7: Import equipment groups via .CSV

  1. Select Import CSV to select an appropriate file 
  2. Import the intended file and select Import







Best Practices

  • Align group names to reporting and compliance needs (example: “Annual Test Items”).

  • Avoid mixing unrelated categories in the same group (harder to filter and maintain).

  • Create groups that support inspections (example: “Engine Company Equipment”).

  • Audit group membership after bulk imports or large equipment moves.

Troubleshooting & FAQs

I don’t see Equipment Groups under Setup.

  • You likely don’t have Assets Setup access (commonly Assets - Setup Settings).

I can see the tab but can’t save changes.

  • Your role may be missing manage-level setup permissions.

Should I group by type or by location?

  • Either works—choose what improves filtering and inspection workflows for your department.


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