📖 How-To Guides

Equipment Tracker Pro
Interactive Guides Hub

Explore our step-by-step guides to learn how our HVAC-focused CMMS helps you track machinery, log repair records, scan barcodes, monitor parts inventory, and ensure EPA 608 compliance. Click through any feature below to view step-by-step visual instructions for the Mobile App or Web Dashboard.

All 19 Guides

Every guide on one page, with the steps it covers. Open any one for the screenshots.

🤖 Gemini AI Scanning Suite (10 Free Scans)

One photo of a data plate fills in model and serial, refrigerant type and charge, voltage, phase, FLA, MCA, MOP, LRA, capacitor µF and volts, SEER and the dates — straight onto the equipment record. Gemini does the reading, so it needs cellular or Wi-Fi; every account gets 10 free scans, then it is Pro. The same scanner reads a spare part’s label, an invoice or work order, and photos of a piece of equipment for a condition report.

📱 Mobile App Guide

1. Tap AI Nameplate Scan: On the home screen of Equipment Tracker Pro, find the "AI Nameplate Scan" card under the "LOOKUP & IDENTIFY" section and tap it, then choose Camera or Photo Library to begin.
2. Capture Nameplate Photo: Allow camera access, align the viewport over the data plate, and snap a clear photo. Ensure the nameplate text and stamped lines are well-lit and fill most of the frame.
3. Verify Extracted Specs: Gemini reads the plate in a few seconds, then checks your records. If the equipment is new to you, No Match Found offers New Equipment: it opens the new equipment form with the model, serial and specs already filled in and the photo attached. Check them and tap CREATE EQUIPMENT. If it matches equipment you have, Match Found takes you to it.
4. Start a Condition Scan: Open any equipment profile, open AI TOOLS with SHOW, and tap AI CONDITION SCAN. Under REPORT STYLE choose Technician Report or Homeowner Check.
5. Review the Condition Report: Pick up to four photos under SELECT PHOTOS TO INSPECT and tap RUN CONDITION SCAN. The report rates the equipment Good, Fair or Poor and lists DETECTED ISSUES and RECOMMENDATIONS. It is kept under AI CONDITION SCAN HISTORY; COPY INTO NOTES puts it in the equipment’s notes too.
6. Scan Service Receipts: Tap "Add a service bill to equipment" on the app home screen — the sheet it opens is headed SCAN INVOICE — and photograph any receipt or work order. Gemini AI parses the parts, costs, and labor hours to pre-fill a service log entry.

Open the Gemini AI Scanning Suite guide →

📸 Built-in QR & Barcode Scanner (Always Free)

A native live-camera scanner built directly into Equipment Tracker Pro. Scan any barcode or QR code on or near your equipment to find it in seconds.

📱 Mobile App Guide

1. Activate Scanner: From the main dashboard, tap the "Scan QR / Barcode" card under the "LOOKUP & IDENTIFY" section.
2. Scan Tag/Barcode: Hold the device steady over the barcode or QR code. The scanner decodes the barcode instantly and searches your database.
3. Handle Missing Match: If no match is found, a "No Match Found" prompt appears. Choose "Link to Existing" to link the tag to existing equipment, or "Create New" to create a new profile with the code pre-filled.

Open the Built-in QR & Barcode Scanner guide →

⚡ QR Creator & Asset Tags (Text & JSON Codes Free, Live Web Page Needs Pro)

Generate professional, print-ready vertical asset tags for any piece of equipment in one tap. Tags are vector-sharp scalable PDFs. Text and JSON tags are free to make; Link mode is Pro, because it publishes a hosted page for the equipment.

📱 Mobile App Guide

1. Locate QR Code Button: Open any equipment profile in the mobile app and tap QR CODE (captioned Print a label) in the row of buttons with FIND MANUALS, COPY DATA and REPORTS.
2. Customize & Export Tag: In QR CREATOR, choose WEB LINK, TEXT or JSON. TEXT and JSON work on a free account; tapping WEB LINK on a free account explains what the paid mode adds instead of just blocking you. Pick PDF TAG or PNG IMAGE, a Label Size from 1" x 1" to 4" x 6", and a Label Header such as Company Logo, then tap SAVE PDF or SHARE QR PDF (SAVE IMAGE or SHARE QR IMAGE for a PNG).

Open the QR Creator & Asset Tags guide →

🏢 Equipment & Locations (Always Free)

Organize every appliance and piece of HVAC equipment you manage into locations, with complete specifications, unlimited photos, and full service histories.

📱 Mobile App Guide

1. Create Building Profile: On the home screen, open LOCATIONS, EQUIPMENT & PARTS and tap Equipment & Locations. Tap ADD NEW LOCATION, type the name and tap ADD; the new location opens. Tap Site Info under LOCATION MANAGEMENT to fill in the address, the site contact and the customer, and tap SAVE SITE INFO.
2. Add Equipment: In the location, tap ADD EQUIPMENT TO THIS LOCATION. Choose Start Fresh (Manual), AI Nameplate Scan, Scan Barcode / QR or Import ZIP / CSV. The manual form takes photos, the name and type, where it is, and notes; tap CREATE EQUIPMENT. Specifications are added on the equipment afterwards with ADD TECHNICAL SPECIFICATIONS, or filled in for you by a nameplate scan.
3. Re-Assign Service Tools: Open Parts, Inventory & Tools, pick a location, open the TOOLS tab and tap SERVICE TOOL REGISTRY (ALL). Open a tool, tap the edit pencil at the top right, and change CURRENTLY AT to move the tool, or HOME LOCATION to change where it belongs. Tap SAVE CHANGES.

Open the Equipment & Locations guide →

🧰 Parts & Inventory (Always Free)

Link replacement parts directly to the equipment they belong to, and track your on-site consumable stock across all buildings.

📱 Mobile App Guide

1. View Parts Catalog: On the home screen, open LOCATIONS, EQUIPMENT & PARTS and tap Parts, Inventory & Tools, then pick a location. The tabs are FILTERS, BELT, REFRIGERANT, SPARE PARTS & SUPPLIES, OUT OF STOCK and TOOLS.
2. Adjust On-Hand Stock: Use the − and + on a card, or type the count, to change what is on hand. Tap the card to open the part’s own page, which shows TOTAL ON HAND and where it is used.
3. Track Refrigerant: Open the REFRIGERANT tab. Each refrigerant card shows Fits: with the equipment at that location that uses the same gas. Tap the pencil to edit it: the gas type, the unit of measure, the quantity, and whether it is standard stock or a recovery tank with its tank serial and status.

Open the Parts & Inventory guide →

📝 Service Log (Always Free)

Log every service visit as a dated record — technician names, work orders, before and after photos, and costs.

📱 Mobile App Guide

1. Create Service Entry: Open any piece of equipment, expand the maintenance section and tap the "Service Log" card, then tap the + button in the SERVICE LOG header. Choose a service category under "SERVICE TYPE" and input the log details.
2. Enter Refrigerant Weights: Expand the "SPARE PARTS" accordion section to select and deduct spare parts from stock. Expand the "REFRIGERANT LOG" accordion, select your active "SOURCE CYLINDER", and input the exact addition weight in separate Lbs / Oz fields.
3. Attach Before/After Photos: Tap the Camera or Gallery icons to capture or upload service photos. Verify that before and after photos are correctly shown in separate rows, and tap "SAVE MAINTENANCE LOG".

Open the Service Log guide →

📊 Pro Reports & PDFs (Pro Feature)

Generate professional reports across your entire equipment portfolio — exported as polished PDFs with your company logo.

📱 Mobile App Guide

1. Navigate to Reports: On the home screen, open TOOLS & REPORTS and tap Generate Reports. Pick one of the 17 report types and tap CONTINUE. A location’s own Reports button lists just the reports that location has data for.
2. Configure Report Filters: Tick the locations to include, or SELECT ALL, and tap CONTINUE. For a maintenance summary you then tick the service logs and the photos to include, set a date range under FILTER BY DATE RANGE, and choose INCLUDE COST / BILLING INFO or not. Tap GENERATE REPORT.
3. Export and Share PDF: The finished report shows a REPORT PREVIEW. GENERATE & SHARE PDF makes the branded PDF and opens your share sheet; on Android, SAVE PDF TO DEVICE saves it. COPY REPORT TO CLIPBOARD copies it as text, and a maintenance summary can also EXPORT FULL-SIZE PHOTOS ZIP.

Open the Pro Reports & PDFs guide →

🔁 Cloud Sync & Sharing (Pro Feature)

Your data works offline first. With Cloud Backup on, your records are copied to the cloud, which puts them on the web dashboard and lets you restore them onto a new or replacement phone. Smart Sync pulls down what changed on the dashboard, or on a team, what your teammates changed.

📱 Mobile App Guide

1. Monitor Sync Status: Tap SETTINGS at the top right of the home screen, then Backup & Restore under NOTIFICATIONS & DATA. It has the CLOUD BACKUP switch, Smart Sync, and local backups. At the bottom, DATABASE & STORAGE STATS counts your equipment, parts, locations and photos; App Data is how much room the app’s records and photos take on the phone.
2. Initiate Building Transfer: Open the location and tap TRANSFER in the header to hand it to another account (Pro; only the workspace owner can complete a transfer). In the Transfer QR Code Ownership sheet, tap Generate Transfer Code and send the 6-character code with Copy or Share.
3. Receive a Transfer or Shared Data: The person receiving a location opens SETTINGS, taps QR Codes & Stickers, then Take over a location’s QR codes, and enters the 6-character code. On the web dashboard it is Account Settings, QR CODES & STICKERS, then Enter a code. Data another user sends you arrives in the Inbox: on the home screen open WORKFLOW, tap Inbox and use the Transfers tab to Preview and Accept it.

Open the Cloud Sync & Sharing guide →

❄️ EPA §608 Leak Rate Alerts (Always Free)

Log a refrigerant addition with the system charge, and Equipment Tracker Pro works out the annualized leak rate for that addition and raises a red warning banner if it crosses the threshold for that appliance type. This guide is how to set that up on the phone; the arithmetic on its own, with nothing to install, is on the calculator page.

📱 Mobile App Guide

1. Open the Refrigerant Log: Open the equipment, tap MAINTENANCE, then Service Log and the +. Open REFRIGERANT LOG and fill in the refrigerant, the SYSTEM CHARGE (LBS), the AMOUNT ADDED and the DATE OF LAST CHARGE. The system charge on this form is what the check uses; the date of the last charge is what turns it into a yearly rate.
2. Check EPA Leak Warnings: The annual leak rate is worked out as you type. If it is over the line for that kind of equipment (10% comfort cooling, 20% commercial refrigeration, 30% industrial process), the log shows EPA FLAG and a red banner naming the threshold and the 30 days to repair. The check applies from 15 lbs for HFCs such as R-410A, and from 50 lbs for ozone-depleting refrigerants such as R-22. It is hidden when the app is set to metric units.

Open the EPA §608 Leak Rate Alerts guide →

🟢 Vendor Check-In System (Pro Feature)

Turn any building into a managed entry point. Generate a QR door sign — vendors scan it to log arrival and departure.

📱 Mobile App Guide

1. Generate Door QR Code: Open the location, tap Site Info and open VENDOR CHECK-IN. Add the emails to alert under VENDOR CHECK-IN — NOTIFY EMAILS, and phones for text alerts if you want them. Tap GENERATE & PRINT DOOR SIGN to create the code and print the sign (it reads PRINT DOOR SIGN (LETTER) after that), or GENERATE & CREATE QR LABEL for sticker sizes.
2. Guest Check-In Form: Contractors arrive on site and scan the QR code printed on the door sign. The contractor's mobile browser opens the check-in page where they enter details and tap Check In.
3. Check Out & View Visitor Logs: When the work is done, the contractor scans the sign again, picks Checking Out and taps Confirm Check Out. You get the email alert, and the log is on the phone under VIEW CHECK-IN LOG in the location’s VENDOR CHECK-IN, or on the web dashboard under Site Info, Manage Vendor Log.

Open the Vendor Check-In System guide →

💻 Web Dashboard Overview (Pro Feature)

Access your entire equipment database from any browser at equipment-tracker.com — no app install needed.

💻 Web Dashboard Guide

1. Access Web Dashboard: Sign in at equipment-tracker.com on a computer. The Dashboard opens with a GLANCE bar of open and overdue work orders and PMs, and your locations. The top bar has Work Orders, Inbox, Invoices & receipts, Calendar, PM Schedules and Team; More holds Inventory, Reports, Maintenance Plans, Tools, QR Tags and Import Data.
2. Open a Building and Work It: Click a location to get its equipment, service log, installed parts, inventory, PM schedules and work orders on tabs. Site Info holds the address, the customer and contact details, the owner, the location photos, and the vendor check-in setup with its notify lists.
3. Suites, Tenants and Per-Unit Tags: Click Site Info on the building page, show UNITS, TENANTS & RENT, and click TENANTS & DOOR TAGS to list every unit at the property and record who is in each, their rent and lease. A building with no units yet is walked through it: the units (One house, or a range like 1-12), their tenants, who gets tenant alerts, and the door tags. Each unit shows whether it has a tag and a rent, and Create missing tags and Print all tags work on every unit at once. A unit’s own door tag prints as a letter-size sheet or on 4 × 6, 4 × 2 or 2 × 2 label stock. Write the building info for tenants once, then open a unit to pull that text in and change only what is different for that door.
4. Filter, Dispatch and Report: Filter a building’s equipment down to one unit, or to the machines with no unit set yet. Review incoming tenant requests and guest submissions in the Inbox: a guest submission can be approved straight into the service log or turned into a work order, and a tenant request can be marked handled, deleted, or raised as a work order assigned to somebody on your team. Generate branded PDF reports and QR labels from the same browser.

Open the Web Dashboard Overview guide →

🧾 Invoices: From the Job to Getting Paid (Invoices Free, Card Payments Need Pro)

Build an invoice from the work you logged, send it as a link or show a QR code, and record what the customer pays. Creating invoices, PDFs, PayPal and Venmo links and recording payments are free in the app; the invoice link and card payments are Pro.

📱 Mobile App Guide

1. Start the invoice: On the home screen, open BILLING, PLANS & TEAM and tap Rent, Invoices & Receipts, then tap CREATE INVOICE. Pick the LOCATION first; the work and receipts you can add come from there. From a finished work order, CREATE INVOICE on the job starts one with that job already on it, and completing a PM offers CREATE INVOICE in the alert.
2. Add the work and the parts: Tap + ADD WORK OR RECEIPT. Open a section and tick what to bill from that location: plan charges, plan visits, PMs and work orders, and saved receipts. Then tap ADD. Anything else goes on with the + LABOR, + PART, + TRIP, + OTHER or + CREDIT buttons.
3. Check the rate, markup and tax: LABOR RATE FOR THIS INVOICE ($/HR) and SALES TAX RATE (%) start from Settings, Company Profile, and can be changed on this invoice only. If it has receipt lines, PARTS MARKUP ON RECEIPT LINES (%) and APPLY TO RECEIPT LINES price them for this invoice. Under TERMS, set the DUE DATE, PAYMENT TERMS (OPTIONAL) and a NOTE FOR THE CUSTOMER.
4. Create it: Tap CREATE INVOICE and confirm with CREATE. The invoice gets its number and the amounts are locked. The app then asks whether to send it now: SEND TO CUSTOMER, or LATER.
5. Send it, or show it: SEND TO CUSTOMER opens your share sheet with a link to the invoice and a message already written; send it by text or email. It reads SEND AGAIN once sent. SEND AS PDF sends the file. If the customer is with you, SHOW TO CUSTOMER puts a code on screen for them to scan and pay.
6. Record the payment: Card and bank payments made on the invoice’s page are recorded for you. For anything else, tap + RECORD PAYMENT and enter the AMOUNT, the DATE THE MONEY ARRIVED and the METHOD: CASH, CHECK, CARD, ACH, VIA PAYPAL, VIA VENMO or OTHER, then SAVE PAYMENT. Part payments are fine.
7. Send the receipt: When the balance reaches zero the invoice is marked PAID and the button reads SEND RECEIPT. It sends the same page, marked paid in full.

Open the Invoices: From the Job to Getting Paid guide →

💳 Set Up Online Payments (PayPal & Venmo Free, Card Payments Need Pro)

Let customers pay invoices by card or bank through your own Stripe account, or by PayPal or Venmo links with the amount filled in. Card and bank payments are Pro, with a 0.5% fee capped at $10 on top of Stripe’s own; PayPal and Venmo links are free.

📱 Mobile App Guide

1. Open Company Profile: The quickest way: Rent, Invoices & Receipts, then SETTINGS & PAYMENTS at the top right, which opens Company Profile at GETTING PAID; BACK returns to your invoices. Or tap SETTINGS at the top right of the home screen and open Company Profile. The account owner and managers can change it.
2. Add PayPal and Venmo: Type your PAYPAL.ME USERNAME and your VENMO USERNAME and tap SAVE PROFILE. Invoices that are still owed now carry links that open PayPal or Venmo with the amount filled in. This works on every plan.
3. Connect Stripe for card and bank: In the ONLINE PAYMENTS (CARD OR BANK) box, tick that you agree to the fee and tap SET UP ONLINE PAYMENTS. Stripe opens its own sign-up for your business; if it asks for more, the button reads FINISH STRIPE SETUP until it is done. When it is, the box says Ready and MANAGE PAYMENTS ACCOUNT opens your Stripe account. Only the account owner can connect Stripe, and it needs Pro.
4. Choose what invoices offer: SHOW ON INVOICES in Company Profile turns a way to pay off for every invoice; tap SAVE PROFILE after. On one invoice, WAYS TO PAY ON THIS INVOICE has its own switches: Pay online (Stripe), PayPal links and Venmo links.
5. Watch a payment come in: When a customer pays by card or bank, the invoice records the payment and your phone gets a notification. Open the invoice to see it under PAYMENTS. A bank payment is recorded when it clears, which takes a few days.

Open the Set Up Online Payments guide →

🛒 Receipts: Scan, File and Bill Parts (10 Free Scans)

Photograph a supply-house receipt and the AI reads each line, the tax and the total. Mark each line billable, business or personal, file it to the location and the job, and bill the parts on an invoice at cost plus your markup.

📱 Mobile App Guide

1. Add the receipt: On the home screen, open BILLING, PLANS & TEAM, tap Rent, Invoices & Receipts, then the RECEIPTS tab, then SCAN OR ADD A RECEIPT. Choose SCAN A NEW RECEIPT, SCAN ONE FROM THE GALLERY or TYPE ONE IN. From an open work order, PM or plan visit, ADD RECEIPT does the same and files it to that job.
2. Check what the AI read: The AI fills in the STORE, the DATE, each item, the TAX and the TOTAL ON THE RECEIPT. Every field stays editable. If you typed items before adding the photo, tap READ IT when you want it read.
3. Mark each item: Give each item a mark. Bill a customer: it goes on that location’s invoice. Business expense: a cost of running your business, kept for your records and taxes, never billed. Personal: left out of everything. A billed item can go to a different location with CHANGE.
4. File it: Pick the location under FILED TO LOCATION and tap SAVE RECEIPT. A receipt cannot be saved without one. To put it on a job too, open the work order, PM or plan visit and use ADD RECEIPT; receipts already filed to that location are listed there.
5. Bill it: On an invoice for that location, tap + ADD WORK OR RECEIPT. The Bill a customer items are under SAVED RECEIPTS (PARTS). Tick them and tap ADD, and they become part lines at what you paid plus your parts markup.
6. Optional: a parts markup: If your shop charges a set percentage over cost for parts, set PARTS MARKUP (%) in Settings, Company Profile. Left at 0, parts are billed at what you paid. One invoice can use a different markup of its own.

Open the Receipts: Scan, File and Bill Parts guide →

🗓️ PM Schedules and Reminders (Always Free)

Set a recurring preventive maintenance task on a piece of equipment or a whole location, get reminded before it is due, and log it when it is done. The next due date moves on by itself.

📱 Mobile App Guide

1. Open PM Schedules: On the home screen, open WORKFLOW and tap PM Schedules. Schedules are grouped by location, soonest due first, with Overdue, Due Today, Coming Up and All along the top.
2. Create the schedule: Tap the + to open NEW PM SCHEDULE. Pick the LOCATION and, if it is for one machine, the EQUIPMENT (OPTIONAL). Give it a TITLE, or start from Quick Task Presets, or Copy from other equipment.
3. Set how often: Under FREQUENCY choose DAYS, WEEKS or MONTHS and the number, then the NEXT DUE DATE. Assign it to someone under ASSIGNED TO (OPTIONAL) if you work on a team.
4. Choose the reminder: Turn on REMIND ME and pick when: on the day, 1 day, 3 days or 1 week before, or your own number. Set the TIME OF DAY, then tap SAVE SCHEDULE.
5. Complete it: When the work is done, tap COMPLETE on the schedule. Check the COMPLETION DATE, add notes if you like, and tap LOG & COMPLETE. The visit goes into the service history and the next due date is set.

Open the PM Schedules and Reminders guide →

🎫 Work Orders and Dispatch (Work Orders Free, Sending in the App Needs Pro)

Raise a work order, assign it, track it from Open to Done, and send it to a contractor when the job is not yours to do: in the app, as a PDF or as text.

📱 Mobile App Guide

1. Open Work Orders: On the home screen, open WORKFLOW and tap Work Orders.
2. Create one: Tap the round + at the bottom right. Fill in the Title, the Location / Site, the Due Date and the Priority, and on a team who to Assign To, then tap CREATE WORK ORDER. With a short location name the button reads CREATE AT and the name.
3. Work it: Open the job and tap START WORK when the work begins. Use LOG UPDATE for a dated progress note with hours and parts, or PUT ON HOLD with a reason, such as waiting on parts, when it is stuck.
4. Complete and bill it: Tap COMPLETE JOB, fill in who did the work, and tap COMPLETE WORK. The work goes into the equipment’s service history, and the alert offers CREATE INVOICE.
5. Send it to a contractor who uses the app: Open the work order, go to WHO HAS IT and, under SUBCONTRACT, tap SEND TO CONTRACTOR, then Send in the app. Enter their email or @username and tap SEND.
6. What that contractor sees: The job lands in their Inbox, on the Offers tab, with ACCEPT and DECLINE. Once accepted, they work it on their own list, and when they finish it comes back to you with the hours, parts and photos.
7. Send it to any other contractor: Tap SEND TO CONTRACTOR, then Send as a PDF or Send as text. The PDF holds the whole job: what is wrong, the address and site contact, the equipment with its specs and nameplate photo, the parts to bring, the job photos and the recent service. The text holds the same details without the photos. Your share screen opens so you can email or text it.
8. Note that it went out: After a PDF or a text, the app asks Did you send it? Type who it went to and tap YES, NOTE IT ON THE JOB. A dated line is added to the job so the office can see it went out. When the contractor replies, log their work and complete the job yourself.

Open the Work Orders and Dispatch guide →

📝 Maintenance Plans: Proposal to Visits (Building Is Free, Sending Needs Pro)

Write a PM plan for a location, price it, send it to the customer to accept and sign online, and log the visits once it is in force.

📱 Mobile App Guide

1. Start the plan: On the home screen, open BILLING, PLANS & TEAM and tap Maintenance Plans. Choose the location; its PM & MAINTENANCE PLAN card is where the plan starts. The same plan is also under the location’s Reports.
2. Write the scope: On the Scope tab, add the rooms or areas, what is in them, and the tasks, with HOW OFTEN each is done. ADD A ROOM has ready-made lists for rooms and systems to start from. Tap SAVE; nothing is kept until you do.
3. Price it: On the Price tab, choose how the plan is priced and billed, add any discounts, and say whether it renews.
4. Send it: On the Proposal tab, tap Preview to see it as the customer will. Then Send link to send the customer a link, Share PDF for the file, or Hand to customer to have them sign on your device.
5. The customer accepts: The customer opens the link, reads the plan, types their name, signs and taps Accept. They can also tap Request changes or Decline. You see when they opened it and what they decided under Status and events, and Signed copy PDF gives you the accepted copy.
6. Log the visits: At each visit, tap LOG A VISIT on the location’s plan card or on the plan’s Visits tab. Record the times on site, tick the tasks, add photos, and tap FINISH.
7. Bill it: On an invoice for the location, + ADD WORK OR RECEIPT lists the plan charges and the finished plan visits. Tick them to bill.

Open the Maintenance Plans: Proposal to Visits guide →

🚪 Tenant Door Tags (Pro Feature)

Print a QR tag for the inside of each unit’s door. A resident scans it to see the service coming up and done recently for their unit, and to send a maintenance request that already knows which unit it came from.

📱 Mobile App Guide

1. Open the unit: Open the location, tap Site Info, open UNITS, TENANTS & RENT and tap TENANTS & DOOR TAGS, the green button at the top of it. A location with no units yet walks you through four steps: the units (One house, or a range like 1-12), their tenants, who gets tenant alerts, and the door tags. After that, tap a unit, ADD A UNIT, or ADD SEVERAL UNITS.
2. Print the tag: In the unit, under DOOR TAG, tap CREATE THE DOOR TAG. Then PRINT DOOR TAG (PDF) makes a letter-size tag, and MAKE A STICKER LABEL prints on label stock. On the list, CREATE MISSING TAGS and PRINT ALL TAGS do every unit at once, one tag per page. A tag will not print until someone is on the TENANT ALERT LIST, so a request always reaches a person.
3. Write the building info for tenants: In Site Info, under UNITS, TENANTS & RENT, open BUILDING INFO FOR TENANTS and write it once: the office, its phone, email and hours, the emergency number, what counts as an emergency, the shutoffs, and anything else. For one unit that differs, open the unit, then BUILDING INFO ON THIS DOOR TAG, and COPY IN THE BUILDING INFO FOR TENANTS to start from it.
4. What the resident sees: Scanning the tag opens Request service for that unit: an Emergency box, COMING UP and RECENT SERVICE for that unit, who to contact, and a request form with room for up to three photos. If rent is set up for the door tag, a Pay rent button is there too. No app and no account.
5. Handle the request: Requests arrive by email or text to the TENANT ALERT LIST, and in the Inbox: on the home screen open WORKFLOW, tap Inbox, then the Tenants tab. On a team, choose who under ASSIGN TO, then CREATE WORK ORDER, or Mark handled without a work order.

Open the Tenant Door Tags guide →

👥 Teams: Invite Your Crew (Pro Feature)

Put your crew on one shared workspace. The owner buys a block of seats, sends each person an invite code, and picks what their role lets them do.

📱 Mobile App Guide

1. Get a Team plan: The owner opens the plans screen from GO PRO or the plan badge on the home screen, chooses TEAM WORKSPACE PLAN, sets the number of seats, and starts the 7-day trial.
2. Pick the role: On the home screen, open BILLING, PLANS & TEAM and tap Team. Under SELECT ROLE FOR NEW INVITE, choose Manager, Tech or Viewer.
3. Make the code: Tap GENERATE INVITE CODE. The code is listed under PENDING INVITES with Copy and Revoke, and it works for 48 hours. Send it to the person.
4. They join: The new member installs the app, signs in with their own account, opens Team and taps JOIN TEAM WORKSPACE, enters the code and taps VERIFY & PROCEED, then confirms. On the web they join from Account Settings, Workspaces & Teams, Join Workspace.
5. Work together: Everyone now works from the same locations, equipment, work orders and schedules. The owner taps a member’s role to change it, or Remove, at any time.

Open the Teams: Invite Your Crew guide →