How-To Guide Articles
Practical guides and resources written by HVAC technicians in the How-To Guide category.
Tool Check-Out Log: How to Track Which Technician Has Which Tool
The vacuum pump is on a job in the next county, the manifold gauges are in someone's truck, and the torque wrench is, as far as anybody can say, around. A tool log fixes that with two questions answered at the moment a tool changes hands: who has it, and where. Here is what a tool record needs, how to run a check-out in under a minute, and how to set it up in Equipment Tracker.
How to Track Spare Parts and Stock Across Several Buildings Without a Spreadsheet
Filters in one mechanical room, a spare belt in the shop, a contactor in the van, a refrigerant cylinder nobody has weighed. The hard part of tracking spare parts is not the list, it is knowing the list is true when you are standing at the shelf. Here is what to record for each part, how to keep counts honest when several people take from the same shelf, and how to set it up in Equipment Tracker.
How to Track Work Orders From the First Call to Done, Including Jobs You Hand to a Contractor
A work order tracker has one job: when somebody asks "what is happening with the rooftop unit at the east building?", the answer is on one screen. Here is what a work order has to record, how a job moves from Open to Done, what to do when the job is not yours to do, and how to set it all up in Equipment Tracker.
Choosing PM Intervals and Setting Up a Schedule That Actually Gets Done
A PM schedule is a list of recurring jobs, each with a place, a repeat interval and a next due date. The hard part is not writing it. It is keeping it true after the third missed week. Here is what a schedule has to record, how to pick the intervals, how to set one up in Equipment Tracker, and what happens when the work gets done late.
Whatever Breaks: Asset Tracking Across HVAC, Electrical and Plumbing
The person who fixes the rooftop unit is usually the same person who fixes the booster pump, the water heater and the panel nobody has opened since 2011. Tracking three trades in three systems is the same as tracking none of them. Here is what one record has to hold before a mixed-trade asset list is worth keeping.
The Smart Homeowner's Guide to Tracking Appliances and Filters
Your home runs on mechanical equipment. Here is why you should be tracking your furnace, A/C, and major appliances like a professional property manager.
How to Track Home Warranties & Receipts (Before They Fade)
Thermal receipts fade in 1-2 years — often before the warranty does. What to save for every appliance, how to organize it, and a free app that helps.
Reading the Unreadable: How AI Deciphers Sun-Bleached HVAC Data Plates
That corroded, sun-bleached nameplate on a 15-year-old rooftop unit still has all the data you need. Here is how to extract it in under a minute using your phone.
Capital Planning for the R-22 Phase-Out: Auditing Your Legacy Equipment Portfolio
R-22 is no longer manufactured in the US and prices have surged. Knowing which units in your portfolio still use it — and building a replacement forecast that ownership will actually approve — starts with your equipment records.
How to Build a Preventive Maintenance Filter List for All Your Buildings in 5 Minutes
Before you leave the shop for a PM route, you should know exactly which filters you need and how many of each size. Here's how to pull that list in one tap.
Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro blog.
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We publish articles on HVAC preventative maintenance, EPA 608 refrigerant compliance, AI scanning technology, and mobile CMMS workflows.
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Articles are authored by Jonathan Curtis, our founder and HVAC technician, along with the Equipment Tracker Pro team.
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