Gemini AI Scanning Suite
Step-by-Step Guide
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.
Reading a model number off a plate: HVAC model number lookup from a photo covers what the scan reads, what it leaves blank and how to find the unit again by model number.
🤖Gemini AI Scanning Suite
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.
Reading a model number off a plate: HVAC model number lookup from a photo covers what the scan reads, what it leaves blank and how to find the unit again by model number.
🎁 10 Free Scans
📱 Mobile App Guide
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. The home screen "LOOKUP & IDENTIFY" section showing the "AI Nameplate Scan" card, with the Camera / Photo Library source picker.- 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. The upload prompt overlay followed by the camera viewfinder focusing on a physical nameplate.
- 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. The new equipment form filled in from the nameplate, with the photo attached.
- 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. The AI CONDITION SCAN setup with REPORT STYLE set to Technician Report.
- 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. The generated AI Condition Assessment report showing severity status and issues list.
- 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. Invoking the AI Invoice/Work Order scanner and showing the pre-filled service log entry.
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Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro guides and features.
How do I capture nameplate information without typing it?
Photograph the nameplate and let the AI fill in the fields, then check them against the plate. Tap ADD IMAGE on the new-equipment form and choose AI Scan Nameplate (Camera) or (Gallery), or use SCAN NAMEPLATE under AI TOOLS on a saved unit. It fills in manufacturer, model, serial, voltage, phase, amps, refrigerant and charge, and whatever else the plate prints, and leaves anything it cannot read blank rather than guessing. Scanning needs a signal. Your first 10 AI scans are free, then it is Pro.
How do I keep preventive maintenance from slipping?
Put each PM on a repeating schedule with a due date and a phone reminder, so the next one is booked as soon as you finish the last. Tap PM Schedules on the home screen, then +, pick a preset such as Change Filter or type your own title, set how often in days, weeks or months, and set REMIND ME. The list filters by Overdue, Due Today and Coming Up. When the job is done, tap CLOSE, COMPLETED, then LOG & COMPLETE, and the app writes the service log and moves the due date forward. A visit that did not happen is closed as NOT COMPLETED with a reason. It is free on the phone, and reminders need no signal.
How do I keep a unit's repair history when the technician who knows it leaves?
Log every visit on the unit's own Service Log, not in a technician's notes, so the history stays with the equipment when the person leaves. Open the unit, tap MAINTENANCE, then Service Log, then +, and fill in the date, service type, technician, vendor and description, with parts under PARTS USED. A finished PM or work order writes its own log. On a Team plan the whole crew sees what was logged, and a live QR tag (Pro) opens the unit's service history on any phone with no app. Logging works with no signal; opening a live QR tag needs a connection.
What kind of guides are available in the hub?
Step-by-step guides for the app's features — AI scanning, QR tagging, inventory, maintenance logs, invoices and getting paid, receipts, PM schedules, work orders, maintenance plans, tenant door tags and Teams — plus an overview guide for the web dashboard. Most of the older guides carry real app screenshots; the newer ones are short worded walk-throughs that name the real buttons.
Are these guides specific to mobile or web?
Each guide has a Mobile App / Web Dashboard toggle, but most of the detailed step-by-step content lives on the mobile app (iOS & Android) since that's where most features live today. The web dashboard has its own overview guide, and we're adding more web-specific guides as dashboard features expand.
Can I access these guides offline?
The guides website needs an internet connection. On the phone, core tracking works fully offline — your equipment records, parts and maintenance logs are readable and editable in zero-signal zones — while AI scanning, AI diagnostics, cloud sync and hosted QR pages need a connection.
Who are these CMMS guides written for?
They are written for field HVAC technicians, property maintenance crews, and facility managers looking to digitize their workflows.
Do the guides include instructions for team management?
Yes — the Teams guide covers inviting your crew with a code and choosing each person's role, and there are guides for cloud sync & sharing (including transferring a building to another owner) and for the vendor check-in system, which turns a building into a QR-code entry point for contractors.