Understanding Equipment Registers

Overview

Every piece of Equipment in JGID has its own Equipment Register.

The Equipment Register stores much more than the item's basic details. It becomes the complete history of that item throughout its entire lifecycle.

From the day an item is purchased until it is removed from service, every inspection, movement and important document can be stored against a single record.

Basic Equipment Information

Each Equipment Register stores the information needed to identify an individual item.

This may include:

Item Code
Category
Subcategory
Brand
Model
Size
Serial Number
Description
Images

This information helps ensure every item can be uniquely identified.

Register Information

The Register section records important lifecycle information about the equipment.

This includes:

Date of Manufacture
Date Purchased
Date of First Use
Date Removed from Service

Keeping these dates up to date helps maintain an accurate history of the equipment throughout its life.

Inspection Scheduling

Every item can have its own inspection interval.

Inspection frequencies can be configured in:

Days
Weeks
Months
Years

This flexibility allows inspection schedules to match your industry requirements.

For example, many businesses inspect equipment:

Monthly
Every 3 months
Every 6 months
Annually

When an inspection is completed, the next inspection date is automatically calculated based on the interval configured for that item.

Inspection History

Every inspection performed on an item is permanently recorded.

For each inspection you can see:

Inspection Date
Inspector
Result
Notes (if applicable)

This creates a complete inspection history for every piece of equipment.

Rather than replacing previous inspections, JGID keeps a permanent record of every inspection completed throughout the item's life.

Equipment Status

Inspection results help identify the current status of each item.

Depending on your workflow, equipment may be recorded as:

Passed
Failed
Missing
Quarantined
Removed from Service

This allows users to quickly identify equipment that is ready for use and equipment requiring further attention.

Check In & Check Out History

If Equipment Tracking is enabled, every movement of an item is recorded.

You can see:

When it was checked out.
When it was checked in.
Who checked it out.
Which Job it was allocated to.
Every previous Job it has been used on.

This provides complete traceability throughout the life of the equipment.

Job History

One of the most powerful features of the Equipment Register is the ability to view every Job an item has been used on.

Selecting a Job allows you to navigate directly to the Job record where you can view additional information such as:

Customer
Location
Other equipment used on the Job
Job history
Financial information

This makes it easy to understand exactly where an item has been throughout its working life.

Files & Attachments

Each Equipment Register can also store supporting documents.

Common examples include:

Product manuals
Certificates
Warranty information
Purchase receipts
Vehicle registration papers
Insurance documents
Photographs

Keeping these documents with the equipment ensures they remain available whenever they're needed.

A Handy Tip

Whenever you purchase new equipment, consider taking a photo of the receipt and attaching it to the Equipment Register straight away.

If you ever need to make a warranty claim, the receipt is immediately available without needing to search through old accounting records.

Likewise, storing vehicle registration and insurance documents against company vehicles ensures they are always accessible when required.

Why Equipment Registers Matter

The Equipment Register is much more than a list of assets.

It provides a complete operational history for every item, helping businesses improve:

Compliance
Traceability
Accountability
Equipment management
Maintenance planning

Instead of wondering where an item has been or whether it has been inspected, the answer is always available within its Equipment Register.

Best Practice

Create an Equipment Register for every significant asset.
Keep purchase and lifecycle dates up to date.
Configure inspection intervals appropriate to each type of equipment.
Attach important documents such as manuals, receipts and certificates.
Review inspection history regularly to maintain compliance.

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