Equipment & Locations
Step-by-Step Guide
Organize every appliance and piece of HVAC equipment you manage into locations, with complete specifications, unlimited photos, and full service histories.
Once units are in: Equipment history covers the service logs, parts and photos each unit builds up.
🏢Equipment & Locations
Organize every appliance and piece of HVAC equipment you manage into locations, with complete specifications, unlimited photos, and full service histories.
Once units are in: Equipment history covers the service logs, parts and photos each unit builds up.
✅ Always Free
📱 Mobile App Guide
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 to fill in the address, the site contact and the customer, and tap SAVE SITE INFO. (Page 1) The LOCATIONS screen with ADD NEW LOCATION. (Page 2) The Site Info panel of a location.- 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. (Page 1) The ADD EQUIPMENT choices. (Page 2) The NEW EQUIPMENT form.
- 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. (Page 1) The SERVICE TOOLS list page showing registered tools. (Page 2) The tool details edit sheet showing the HOME LOCATION and CURRENTLY AT selection dropdowns.
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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.