Equipment Management
An Equipment is a tool or vehicle that is owned by a field services organization and is utilized to perform various field services. These equipment are essential for ensuring that services are delivered efficiently, accurately, and safely. The right equipment enables technicians to diagnose problems, perform repairs, install systems, and maintain customer satisfaction. Following are examples of some equipment:
- Heavy equipment such as excavators, compactors, dozers, etc
- Power tools such as pneumatic drills, lawnmowers, snow blowers, etc
- Diagnostic and testing equipment such as pressure gauges, multimeters, drain inspection cameras, etc
- Vehicles for towing, lifting, or transporting heavy machinery
In Zoho FSM, you can manage these tools and vehicles using the Equipment module. You can systematically oversee, maintain, and utilize tools and machinery used in service delivery.
- You can assign equipment to appointments. This ensures that technicians have the necessary tools and machinery for each service call. This also ensures that the equipment assigned to an appointment will be designated as "unavailable" for the scheduling of other jobs that need that same vehicle or equipment.
- You can add equipment to be part of crews. You can also assign territories to equipment.
- You can ensure proper administration of the equipment through usage history timelines, time-off recording, and note-taking.
Add an Equipment
- Permission Required: Equipment
To add an equipment:
- Select Equipment from the Workforce menu and click Create.
- Enter the following details and click Save:
- An Equipment Name
- A Description for the equipment
- Assign a Status to the equipment.
- Select the Type of the equipment.
- The Serial Number of the equipment. The Serial Number will be unique to an equipment.
- The Model Number of the equipment. The Model Number identifies a category of equipment that is of the same model.
- Indicate whether the Warranty Status of the equipment is Active or Expired.
- The Warranty Expiry Date of the equipment.
- The Purchase Date of the equipment.
Assign Territories to Equipment
To assign a territory to an equipment:
- Select Equipment from the Workforce menu.
- Click the equipment to which you want to assign a territory.
- In the Equipment Details page, select the Territories tab and click Create.
Select a territory, and set the Start Date Time and the End Date Time and click Save. The period between the Start Date and the End Date is when the equipment will be active in that territory.
Only after you assign a territory to the equipment, will: - The equipment be listed in the Service Resource dropdown of the Create Appointment overlay, provided the service appointment is created for the same territory. - The equipment be listed under the territory in the Gantt view of Dispatch Console. |
Hover over an entry and click the Edit [
] icon to modify it.
Points to remember
- Start Date is a mandatory field.
- If an End Date is not provided for a territory, then the equipment will continue to be active in that territory until one is set.
Add Equipment to Crews
You can add equipment to be part of crews.
Note: A lead cannot be assigned to a crew created only with equipment. Also, you cannot schedule a service appointment with such a crew.
View Equipment Details
On the Equipment Details page, the following details about an equipment will be displayed under the following sections:
Timeline
Calendar
The appointments assigned to the equipment can be viewed in the calendar with Monthly, Weekly, or Daily views. Hover over an entry to view the details. Further details of the appointment can be viewed by clicking on the entry.
You can also see all the entries of a day in the List view.
You can do the following in the service calendar:
- Create appointment
- Reschedule through drag and drop
Create Appointment
- Click on the point in the calendar that corresponds to the day or time for which you want to create the appointment.
- In the Create Appointment popup, choose the work order for which you want to create the appointment.
- In the Create Appointment popup, the following details will be populated, which you can change if required. Click Schedule or Schedule and Dispatch to continue.
- Service
- Summary
- Scheduled Start/End Date Time
- Equipment
You can create appointments from the Month, Week, and Day views.
Reschedule Appointment
From the service resource calendar, you can reschedule an appointment in the following ways:
- Drag and drop an appointment to a different date or time
- Resize the appointment
You can reschedule an appointment by dragging and dropping it to a different date or time. In the Schedule Appointment popup, the details are prefilled. Make the necessary changes and click Schedule Appointment. You can reschedule appointments from the Month, Week, and Day views.
You can also reschedule an appointment by resizing the appointment. Move your cursor to the bottom edge of the service appointment and when the cursor changes to a downward arrow, resize it to the duration you want for the service appointment. In the Schedule Appointment popup, the details are prefilled. Make the necessary changes and click Schedule Appointment. You can resize and reschedule appointments only from the Week, and Day views.
Tip: Click on the date in the Month view to go to the Day view.
Service Appointments
The service appointments assigned to the equipment as an individual resource and when part of a crew will be listed here.
Territories
The territories assigned to the equipment will be listed here. Click + Create to add the territories for the user. Select a Territory, and set the Start Date Time and the End Date Time and click Save.
Crews
Details of the crew the equipment is part of will be listed here.
Time off
You can create a time off for the equipment to record the time when it will not be available. The details of the Time Off taken by the equipment will be listed here.
Notes
You can add and edit notes.
Assigning Equipment to Service Appointments
You can assign equipment to a service appointment. Refer to this page to know more about creating a service appointment.
In the Service Resource dropdown, select Equipment and choose the equipment you want to assign to the service appointment.
If you assign only equipment to a Service Appointment, then the status of the created appointment will be New.
You can assign equipment to appointments from the dispatch console too.
You can create time sheets with just an equipment.
While creating a scheduled maintenance, you can select equipment as the Service Resource in the Service Appointment Template. However, if you choose only equipment as the Service Resource, then the created service appointment will be in the New status.
Using Equipment In Mobile App
You can assign equipment while creating or rescheduling service appointments from the mobile app. In the Create Service Appointment screen, tap on the Service Resource field, choose Equipment from the dropdown in the Add Service Resource screen, select an equipment and tap Save.
The assigned equipment will be listed in the Assigned Resources section in the Service Appointment Details page.
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