Understanding Equipment

Overview

In JGID, Equipment (also referred to as Instruments) includes anything your business owns, uses or manages to perform work.

This can be as small as a carabiner or hand tool, or as large as a vehicle, excavator or piece of plant.

By keeping your Equipment Register up to date, JGID helps you track ownership, inspections, movements and history throughout the entire lifecycle of every item.

What is Equipment?

Equipment can include almost anything used in your business, for example:

Rope access equipment
Power tools
Hand tools
Test instruments
Vehicles
Trailers
Plant and machinery
Kit bags
Site boxes
Ladders
Safety equipment

If it needs to be managed, inspected, tracked or allocated, it belongs in your Equipment Register.

Every Item Has Its Own Record

Each piece of equipment has its own Business Record containing information such as:

Item Code
Category
Subcategory
Brand
Model
Size
Serial Number
Images
Purchase information
Financial information
Inspection settings
Attached files

This creates a complete history for every individual item.

More Than Just an Inventory

Unlike a simple stock list, the Equipment Register records the complete lifecycle of every item.

For example, you can see:

When it was purchased.
When it first entered service.
When it was last inspected.
The latest inspection result.
When the next inspection is due.
Whether it is currently checked in or checked out.
Which Job it is currently allocated to.
Every Job it has previously been used on.
Every inspection ever completed.

This creates a complete audit trail for every item.

Equipment Categories

Equipment can be organised into Categories and Subcategories to make searching and reporting much easier.

For example:

Category: Rope Access Equipment

Harnesses
Descenders
Ascenders
Carabiners
Slings
Ropes

Or:

Category: Power Tools

Drills
Grinders
Jackhammers
Generators

This allows large Equipment Registers to remain organised and easy to manage.

Equipment Can Be Assigned

Equipment can be assigned to users.

This allows you to quickly identify who is responsible for an item.

Many businesses also use a simple but effective approach by creating disabled users such as:

Kit Bag 01
Kit Bag 02
Site Box A
Vehicle 3

Equipment is then assigned to these containers rather than directly to individuals.

The entire Kit Bag, Site Box or Vehicle can then be assigned to a technician, making equipment management much simpler.

A Complete History

Every Equipment Record maintains its own history.

This includes:

Inspection history.
Check In and Check Out history.
Job allocation history.
Status changes.
Attached documents.

Nothing is lost, giving you complete traceability throughout the life of the equipment.

Why Businesses Love Equipment Management

Knowing what equipment you own is only the beginning.

JGID helps answer important operational questions such as:

Where is this item?
Who has it?
Which Job is it on?
Has it been inspected?
When is the next inspection due?
Has it ever failed an inspection?
Which Jobs has it been used on?

Having this information available instantly improves accountability, compliance and operational efficiency.

Best Practice

Register every significant item of equipment.
Organise equipment into meaningful Categories and Subcategories.
Keep inspection intervals up to date.
Record serial numbers and attach photographs where possible.
Use Equipment Check In and Check Out to maintain an accurate history.

Understanding Equipment Registers
Understanding Equipment Inspections
Understanding Equipment Check In & Check Out
Using Equipment Effectively
Understanding Instruments