The Equipment section of RedTeam Flex allows you to track and manage any and all equipment owned by your company that is assigned, rented, returned, etc. Keeping good internal records of your equipment will keep your equipment's information and history organized, save time and money chasing down missing equipment, and keep employees accountable for their equipment assignments.
1. Create New Equipment Item
To create new Equipment Items, you will need Permission to access the Equipment menu and to create New Equipment. Contact your System Administrator if you require any changes to your Roles and/or Permissions. Follow the steps in this article to create new Equipment Items.
Steps:
Go to the Equipment menu.
Click +New.
Fill in the form fields for the Equipment. You will find a description of the required fields (fields with an Asterisk on the side):
a. Type: Indicates if equipment is Company owned, rented or from a Third Party.
b. Category: Select one from the active Equipment Categories currently in Configuration, or click +Add New to create a new permanent Category.
c. Tag: Enter a Tag or description you will use to search for and Assign the Equipment Item later (Tags may be repeated).
d. Description: which you will see on the Equipment Overview and that can be used to search for and Assign the Equipment Item later.
e. Condition: from the currently active Equipment Conditions in Configuration, or click +Add New to create a new permanent Condition.
f. Classification: from the active Accounting Classifications in Configuration, or click + Add New to create a new permanent Classification.
Fill in any of the other optional fields that you wish to include; these fields can be edited later as well.
Click Save.
From the Confirmation screen, you may add a New Equipment, Assign Equipment or Close to go to the Equipment Profile and review or modify the information.
2. Edit an Equipment Item
The equipment overview will list all equipment and can be sorted by clicking any of the column headings. To edit an existing equipment item in your inventory, see the steps below.
Steps:
To view a specific item, use the search bar at the top right corner of the list. Click the equipment name to view the full equipment profile and edit information as necessary.
Under the Profile tab, click Edit.
Make the necessary changes and click Save when you are ready.
3. Assign Equipment
Assigning Equipment in RedTeam Flex allows you to track the Employee responsible for a piece of Equipment, and is critical to the process of managing Equipment Utilization and Usage. Follow the steps in this article to Assign Equipment to an Employee (and in some cases to a Project).
Active Equipment items that have been created in the Equipment menu of RedTeam Flex may be assigned to Employees from several places, including:
Equipment Overview.
Equipment Profile.
Confirmation message upon creating a new Equipment item.
Steps:
Click on the Assign Equipment button from any of the locations listed above.
Step 1: General Information: enter the Assigned on Date and the Custodian (Employee); optionally, enter any Notes regarding this Assignment.
Step 2: Search Criteria: enter a Tag or Name (Equipment Description) and click Search to locate available (Unassigned) Equipment Items. Click Include next to an Equipment Item in the search results to add the equipment to the assignee.
Once all the information has been entered, click Save.
4. Return Equipment
When an employee needs to use a piece of equipment, it is important to create an equipment assignment to record who is responsible for it. When the employee brings the item back, an equipment return should be created to check in the item. A comprehensive history of assignments and returns can be found in the equipment's profile.
Steps:
Click Return Equipment.
Select the Return Date.
Use Search by Custodian to choose an Employee who is returning Equipment, or Search by Category to choose the type of Equipment being returned. You can click on more filters to Search by Tag as well. After selecting from the dropdowns, click the magnifying glass icon to search.
Use the checkboxes to select Equipment item(s) to be returned, update the Condition of the Equipment if needed.
When finish, click Save.
5. Add Equipment Maintenance Record
You may track any maintenance done on any equipment item to help keep more accurate records and track the quality of a piece of equipment.
Steps:
Locate the equipment item in the Equipment Overview list or with the search tool.
Click the Maintenance tab within the Equipment's Profile, and click +New.
Fill out the required fields in the blank Equipment Maintenance form and click Save when you are ready.
Once you have created your maintenance record, be sure to Commit it to lock in the information as a final copy.
6. Add Equipment Usage
As Employees use Equipment items that have been assigned to them, they can track this usage from their Employee Profile.
Steps:
From the Employees menu, click the Employee name to add Equipment Usage.
Click the Equipment tab and click the Manage icon and select Equipment Usage from the options available.
Under Manage Equipment Usage, click the + New icon.
Enter the Equipment Usage for the Period: Enter the Start and Finish Dates for the period which the Equipment was used. Description will auto fill based on Start and Finish Dates, but you can change it to be more specific if necessary.
Direct Costs: If the Equipment Usage was part of a Project, fill in the Direct Costs fields then click the Blue Plus icon (+) to add it as a Direct Cost. Repeat this process to add additional Direct Costs as needed.
Indirect Costs: If the Equipment Usage was not part of a Project, fill in the Indirect Costs fields then click the Blue Plus icon (+) to add it as a Indirect Cost. Repeat this process to add additional Indirect Costs as needed.
When you have finished filling the entire form, click Save.
7. View Equipment Overview Report
The Equipment section Overview tab lists all Equipment items on file in table format, along with the associated category, assigned custodian, item location, condition and status. To view, print or export the items, follow the steps below.
Steps:
Click the View icon to open a printable overview of all equipment on file in RedTeam Flex.
Click Print to print the file or save it as a PDF. Click Export to downlad it as an excel spreadsheet.
8. View Equipment Maintenance
You may track any maintenance done on any equipment item to help keep more accurate records and track the quality of a piece of equipment.
Steps:
Locate and click the equipment item in the list.
Click the Maintenance Tab and then click View to view a log of all Equipment Maintenance for this item.
Click Print to print the file or save it as a PDF.
