Introduction

This training video explains how to add and manage equipment records in GearLog.

Equipment Page and Filtering

The equipment page serves as the home for your asset register. It is divided into two sections:

• Filter Panel: A blue panel used to zoom into specific locations (sites), lists, activities, or categories.
• Equipment List: Sorted by activity and then by category.

Key features include the blue "X" to clear filters, the ability to hide/show empty categories, and the synchronize arrow to refresh the platform when multiple people are working at once.

Adding Equipment

There are three ways to add assets to GearLog:

1. Importer: The fastest method, used for bulk data from spreadsheets (accessed via the Tools menu).
2. Cloning: High efficiency; copy an existing asset and modify only specific fields like serial numbers.
3. From Scratch: The manual method; click the plus icon at the top of a category to enter data field-by-field.

Mandatory and Optional Fields

By default, four fields are mandatory:

• Category
• Manufacturer
• Name
• Status

Other fields can be made mandatory or hidden via the Settings menu under Gear Fields.

Equipment Status Life Cycle

Common statuses include:

• Not yet in use: Brand new, in packaging.
• Good: Used and safe.
• Monitor: Safe but has a service history to watch.
• Missing: Lost equipment.
• On loan: Currently with a user.
• Retired: End-of-life; hidden from view but audit history is preserved.
• Quarantine: Not fit for purpose; potentially awaiting repair.
• Sold: For organizations that sell inventory.

Optional Information Sections

You can enrich your asset data using these sections:

Inspection, Testing, and Servicing

These are three independent schedules:

• Inspecting: Fitness for purpose check.
• Testing: Functional check.
• Servicing: Professional/Manufacturer maintenance.

Identification

Record the location and serial numbers. The platform supports:

• Sets: For consumables (e.g., 50 cups in one box). Not for individual PPE.
• Scanning: Compatible with Barcodes, QR codes, and NFC dots.

Usage Tracking & Manufacturer Details

Recording the "Start of Use" date combined with "Recommended Working Life" allows the system to generate automatic End-of-Life alerts. You can also track batch numbers for recalls and attach certificates of conformity.

Financial and Attributes

• Financial: Track asset value, depreciation, and budget codes for replacement projections.
• Attributes: Structured descriptions like rope length or diameter.

Adjusting Platform Complexity

To simplify the user interface, go to Settings > Gear Fields. You can set fields to Mandatory, Shown, or Not Shown to tailor the experience to your team's needs.