Getting Started with Equipment Tracking
Overview
Before you can start checking equipment in, checking equipment out or recording inspections, you'll first need to create your Equipment Register.
The quickest way to do this is by importing your existing equipment list into JGID.
Whether you're using RFID tags, QR codes, barcodes or NFC tags, the setup process is exactly the same.
Before You Begin
We recommend planning your Equipment Register before importing your data.
Taking a little extra time now will make searching, reporting and equipment management much easier later.
In particular, think carefully about:
- Categories
- Subcategories
- Item Codes
- Naming conventions
A well-organised Equipment Register is much easier to maintain as it grows.
Step 1 - Download the Import Template
Download the Equipment Import Template provided below.
This spreadsheet contains the fields used to import your equipment into JGID.
Step 2 - Customise the Spreadsheet
Remove or group any columns you don't require.
This makes the spreadsheet easier to work with while preparing your data.
Step 3 - Enter Your Equipment
Add each item of equipment to the spreadsheet.
Typical information includes:
- Item Code
- Description
- Category
- Subcategory
- Brand
- Model
- Serial Number
- Size
The more complete your information is, the more useful your Equipment Register will become.
Step 4 - Add Your Equipment Tags
If you're using RFID, QR codes, barcodes or NFC tags, record each unique tag number against the corresponding item.
Although some screens within JGID still refer to RFID, the system is hardware agnostic.
Any compatible Bluetooth or connected scanner can be used, allowing you to choose the equipment identification method that best suits your business.
Step 5 - Send Us Your Spreadsheet
Once your spreadsheet is complete, email it to:
Our team will import your Equipment Register and let you know when it's ready to use.
After the Import
Once your Equipment Register has been imported, you'll be ready to:
- Perform equipment inspections.
- Check equipment in and out.
- Track equipment movements.
- View inspection history.
- Manage equipment throughout its lifecycle.
Best Practice
- Plan your Categories and Subcategories before importing.
- Use consistent Item Codes and naming conventions.
- Record serial numbers wherever possible.
- Attach photographs and important documents after the import is complete.
- Label equipment before it is issued into the field to ensure reliable tracking.
Related Articles
- Understanding Equipment
- Understanding Equipment Registers
- Understanding Equipment Check In & Check Out
- Understanding Equipment Inspections
- Using Equipment Effectively