Cloud Sync & Sharing
Step-by-Step Guide
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. Pro works on two devices, like a phone and a tablet, as well as the web dashboard. Smart Sync pulls down what changed on the dashboard, or on a team, what your teammates changed.
🔁Cloud Sync & Sharing
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. Pro works on two devices, like a phone and a tablet, as well as the web dashboard. Smart Sync pulls down what changed on the dashboard, or on a team, what your teammates changed.
⚡ Pro Upgrade
📱 Mobile App Guide
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. (Page 1) Settings dashboard showing "Backup & Restore" row. (Page 2) Backup & Restore scrolled to the bottom to show the "DATABASE & STORAGE STATS" card with App Data storage size. (Page 3) Backup & Restore settings screen displaying the cloud backup toggle and smart sync buttons.- Initiate Building Transfer: Open the location and tap MORE in the header, then Transfer location, 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. (Page 1) The building screen header showing the MORE button and its Transfer location choice. (Page 2) The Transfer QR Code Ownership sheet displaying the generated secure 6-character share code.
- 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 Settings, QR codes and 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. (Page 1) QR Codes & Stickers in Settings, with Take over a location’s QR codes. (Page 2) The Inbox Transfers tab.
Good to know
- Smart Sync also checks your work orders, invoices and receipts, equipment links and stock links, PM schedules, maintenance plans and plan visits against the cloud. Each lists what is only on this phone or only in the cloud, with Push to Cloud and Restore to Device, and a record you deleted on one side is never brought back by the check. Invoices and receipts are for the owner and managers.
- A photo file that another record still uses is not deleted when a record is deleted on another phone or removed by a sync.
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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.