Setting Up Equipment and Inspections

You can manage your equipment and inspection records through iScout. This guide will use “Trucks” as an example, but there are endless possibilities once you understand the tools.

Equipment Types

Before you start adding each of your “trucks” to iScout, you need to define a “Truck”. To do this, you will create a type of equipment called “Truck” and setup inspection schedules, additional fields, etc.

  • Click the “Equipment” menu button
  • Click “Types”
  • Click “Add Type”
  • Enter “Truck” as the title
  • Now we’ll setup custom fields (this is optional)
    • For each truck, we want to track to license plate and the number of miles
    • Press “Add” next to Custom Fields
    • Enter “License Plate” for the field name
    • Choose “Text” for the type and press “Done”
    • Press “Add” again (next to Custom Fields)
    • Enter “Miles” for the field name
    • Choose “Numeric” for the type and press “Done”
  • Now we’ll setup two inspections (also optional)
    • Insurance Verification
      • Press “Add” (next to Inspections)
      • Enter “Insurance Verification” for the name
      • Choose “Time” for the trigger and choose “Yearly” for the frequency
      • Choose “One Month” for “Begins Expiring” (This determines when the open task is assigned which notifies the employee that the equipment is about to be out of date)
      • Type “Please attach the insurance verification” for instructions and make Attachments “Required”
      • Press Done
    • 10k Mile Inspection
      • Press “Add” (next to Inspections)
      • Enter “10K Mile Inspection” for the name
      • Choose “Custom Field” for the trigger and choose “Miles” for the “Field”
      • Enter “10000” for the interval
      • Type “Please attach the inspection” for instructions and make Attachments “Required”
      • Press Done
  • Now press “Save” to create the new Truck equipment type

 

Add Your Equipment

Now that you’ve defined a “Truck”, let’s add an actual truck to our site.

  • Click the “Equipment” menu button
  • Click “Add Equipment”
  • Complete the form:
    • Serial Number – This is a identifier that iScout will use to reference the piece of equipment. It must be unique across the entire system. In other words, you can’t have a Truck “123” and a Fire Extinguisher “123”. In that case, you should use a prefix like “truck-123” and “fe-123”.
    • Type – Choose the type that you defined earlier. E.g. Truck
    • Field Office – (Optional) The office or location of the item
    • Assign To – (Optional) The employee who is responsible for the equipment. This person will receive the open tasks when an inspection is due.
    • Attachments – (Optional) You can attach documents like receipts or purchase orders here. Any time-sensitive documents like inspections should be attached within an inspection.
    • Photo – (Optional) You can include a profile picture for this item if you’d like.
    • Notes – (Optional) Include whatever text you’d like to describe the item, etc.
  • Press “Create >”
  • Once you’ve created the truck, you can now edit the custom fields as well.
    • Press “Edit”
    • Enter “ABCDEF” for the license plate
    • Enter 4600 for the miles
    • Press “Save”
  • Now that your truck is in the system, you may notice that the inspections are out-of-date (because you haven’t added any yet). This means the assigned person receives open tasks for these inspections as well.

 

Adding Equipment Via Dataload (Spreadsheet)

You can also create equipment via the dataload. This is especially useful if you’re working with a large number of items. For more information, visit the 
Dataloading Equipment page.

Note you can also update custom fields using the dataload. For example, you could run a weekly update of mileage for all of your trucks. Again, see the 
dataload page for complete instructions.

 

Completing An Inspection

Now that you’ve listed your equipment in the system, we’ll walk through the process of completing an inspection.

  • Open the profile page for the Equipment you wish to inspect
  • Click “Add Inspection”
  • Enter the inspection date, notes, and attachments
  • Press “Save”

A few things worth noting:

  • When you setup your equipment type, you can choose a “Form” for the inspection. This is a form that you designed (within the Reports module) and the inspector is required to fill it out for the inspection. Learn more about using custom forms for inspections
  • The inspection will expire based on the date you select. So if you want the inspection to expire on a specific date, set your start Date accordingly. 

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10 Minute Walk-through

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