📖 How-To Guides

Interactive Guides Hub
Equipment Tracker Pro

Complete step-by-step visual guides for all mobile and desktop features of Equipment Tracker Pro. Filtered and structured for search engine indexing.

🤖 Gemini AI Scanning Suite (10 Free Scans)

Point your camera at a nameplate, invoice, or unit and let Gemini AI (Google's AI model) extract details automatically. Every user gets 10 free scans.

📱 Mobile App Guide

  1. Open Add Equipment Menu & Select Scan: Tap the "Add New Equipment" button on the home screen of the app to open the options menu, then tap "AI Nameplate Scan" to begin.
  2. Capture Nameplate Photo: Select "Camera" (or choose "Photo Library") from the prompt. Align your camera viewport to focus on the unit nameplate, and capture a clear, legible photo.
  3. Verify Extracted Specs: Wait a few seconds for Gemini AI to parse the nameplate image and automatically populate model, serial, SEER, BTUs, voltage, and refrigerant specs. Tap SAVE.
  4. Select Condition Mode: Open any equipment profile, tap "CONDITION CHECK", and select "📋 Technician Report" (full technical details) to generate a professional inspection report.
  5. Review Visual Audit: Select the photos to analyze. Check the generated report highlighting unit health rating (Good/Fair/Poor), detected issues list, and priority recommendations. Tap save to add to notes.
  6. Scan Service Receipts: Tap "Scan invoice" on the dashboard (or "SCAN INVOICE" in equipment details), photograph any receipt/work order, review the extracted details, and tap "Save Service Log" to auto-create a log entry.

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

A native live-camera scanner built directly into the app. 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 Barcode / QR" card under the "AI SCANNER & QUICK ACTIONS" 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 an existing unit, or "Create New" to create a new profile with the code pre-filled.

⚡ QR Creator & Asset Tags (Pro Feature)

Generate professional, print-ready vertical asset tags for any piece of equipment in one tap. Tags are vector-sharp scalable PDFs.

📱 Mobile App Guide

  1. Locate QR Code Button: Open any equipment profile in the mobile app and tap "QR Code" (subtitled "Print & label") in the main action toolbar.
  2. Select Mode & Sizing: Choose between "LINK", "TEXT", or "JSON" modes. Customize sizing from 1"x1" to 4"x6", choose a brand header option, then tap "SAVE PDF" or "SHARE QR PDF" to export.

🏢 Equipment & Buildings (Always Free)

Organize every appliance and HVAC unit you manage into buildings, with complete specifications, unlimited photos, and full service histories.

📱 Mobile App Guide

  1. Create Building Profile: Tap the blue "ADD NEW LOCATION" button on the locations list screen. Type in the location name, tap "ADD", and fill out the subsequent contact details form.
  2. Add Unit inside Building: Inside any building profile, tap "ADD EQUIPMENT TO THIS LOCATION", select the equipment category, and fill in specs manually (or start fresh).
  3. Re-Assign Service Tools: Navigate to the Tool Tracker, select a tool, tap the edit icon (pencil) in the top right, and use the autocomplete dropdown under "ASSIGNED BUILDING" to change its site.

🧰 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: Tap "Parts, Inventory & Tools" on the dashboard. Use category tabs ("Filter", "Belt", "Refrigerant", "Parts", "Tools") to browse items assigned to the building.
  2. Adjust On-Hand Stock: Tap a part card and adjust on-hand counts inline using the quantity steppers, or tap it to open the edit modal to enter stock counts.
  3. Link Refrigerant Cylinder: Select the "Refrigerant" tab and tap a cylinder. Enter its gross weight. The card will automatically display compatibility badges indicating which equipment it fits (e.g. Fits: [Equipment Names]).

📝 Maintenance Logs (Always Free)

Log every service visit with detailed records — technician names, work orders, before/after photos, timestamps, and costs.

📱 Mobile App Guide

  1. Create Service Entry: Tap "Log Maintenance" on the equipment page. Choose the service category under "SERVICE TYPE" (such as the standalone "FIRE DAMPER TEST" button or chips grid) and input details.
  2. Select Parts & Deduct Stock: Expand the collapsed "SPARE PARTS" accordion to pick parts and check "Deduct from stock". Expand the collapsed "REFRIGERANT LOG" accordion to choose a "SOURCE CYLINDER" and enter Lbs & Oz split weights.
  3. Billing & Before/After Photos: Expand the collapsed "BILLING & TIME" accordion to enter WO#, labor rate/hours, and materials cost. Upload proof photos in the BEFORE and AFTER sections, and tap "SAVE SERVICE LOG".

📊 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. Select Report Type: Tap "Generate Reports" on the dashboard. Select one of the 13 available report types (e.g. Filter Sizes, Age / Replacement, Fire Damper Report) and tap "CONTINUE".
  2. Select Sites & Assets: Select target buildings and tap "CONTINUE (N)". Select target units and tap "SELECT LOGS (N)", "SELECT TESTS (N)" (for Fire Damper), or "GENERATE REPORT (N)" (for specs).
  3. Generate and Export: If selecting logs, select entries and tap "GENERATE REPORT (N)". On the preview screen, select "COPY REPORT TO CLIPBOARD", "GENERATE & SHARE PDF" (or "EXPORT PDF WITH PHOTOS"), or "EXPORT FULL-SIZE PHOTOS ZIP".

🔁 Cloud Sync & Sharing (Pro Feature)

Your data works offline first. When connected, Smart Sync keeps everything backed up to the cloud and synced across devices.

📱 Mobile App Guide

  1. Settings & Storage Stats: Navigate to Settings. View database size under "DATABASE & STORAGE STATS" (App Data: e.g. 1.2 MB). Tap "Backup & Restore" to access sync controls.
  2. Initiate Building Transfer: In the building options menu, tap "Transfer Location" to open the Transfer Building Ownership modal, then tap "Generate Transfer Code" to create a secure 6-character sharing code.
  3. Manage Inbox & Smart Sync: Tapping notification badges or Settings > "Transfer Inbox" displays pending transfers under the "Transfers" tab. Use "CLOUD SMART SYNC" or "LOCAL SMART SYNC" to resolve conflicts in the Smart Sync modal.

❄️ EPA §608 Leak Calculator (Pro Feature)

EPA Section 608 leak rate calculations triggered automatically on refrigerant additions for systems containing 15+ lbs.

📱 Mobile App Guide

  1. Set Capacity Threshold: Set the "REFRIGERANT CHARGE" to 15+ lbs in equipment specs form to enable automatic leak calculations.
  2. Log Additions & Review Warning Banner: Log refrigerant addition under "REFRIGERANT LOG" in maintenance. Calculated leak rate flags warning banner ("⚠ EPA §608: Systems ≥15 lbs with exceeding comfort cooling (20%) or commercial refrigeration (30%) annual leak thresholds must be repaired within 30 days.") if rate exceeds limit and adds "⚠ EPA FLAG" to the log.

🟢 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. Configure Emails & Generate Poster: In building settings, configure notifications under "VENDOR CHECK-IN - NOTIFY EMAILS". Tap "PRINT DOOR SIGN (LETTER)" to print the sign, or "CREATE QR LABEL / CODE" for check-in QR codes.
  2. Guest Check-In Form: Contractors scan the door poster QR code to open the check-in browser page (equipment-tracker.com/checkin/{cid}) on their phone, entering their Name, Company, and Phone.
  3. Review Contractor Logs: Technicians check out on their phones. Managers receive real-time email alerts detailing arrival/departure, and can review and manage complete visitor logs on the Web Dashboard (equipment-tracker.com/checkin/{cid}/manage).

💻 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: Log in at equipment-tracker.com to see a widescreen overview of all buildings, equipment, inventory, and alerts.

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