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 your require any changes to your Roles and/or Permissions. Follow the steps in this article to create new Equipment Items.
Once created, they can be assigned to an Employee by clicking the Assign Equipment button.
Steps:
Go to the Equipment menu
Click New + icon fro the menu options.
Fill in the form fields for the Equipment.
Select a Category from the active Equipment Categories currently in Configuration, or click + Add New to create a new permanent Category.
Enter a Tag or description you will use to search for and Assign the Equipment Item later (Tags may be repeated).
Enter a Description, which you will see on the Equipment Overview and that can be used to search for and Assign the Equipment Item later.
Select a Condition from the currently active Equipment Conditions in Configuration, or click + Add New to create a new permanent Condition.
Select a 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 Assign Equipment or Close to go to the Equipment Profile and review or modify the information.
2. Edit an Equipment Item
To edit an existing equipment item in your inventory, see the steps below. The equipment overview will list all equipment and can be sorted by clicking any of the column headings. To view a specific item, use the search bar at the top right corner of the list to locate the item. Click the equipment name to view the full equipment profile and edit information as necessary.
Steps:
Locate the equipment item in the list or with the search tool.
Under the Profile tab, click Edit and edit the Equipment item.
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 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.
In Step 1: General Information, enter the Assigned on Date and the Custodian (Employee); optionally, enter any Notes regarding this Assignment.
In 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 requires the use of an equipment item, it is important that an equipment assignment be created to keep a record of who is responsible for the piece of equipment at the durrent time. When the item is returned, 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 the Search by Custodian to choose an Employee who is returning Equipment, or Search by Category to choose the type of Equipment being returned.
After selecting from one of 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.
Click Save when you have selected the equipment that's being returned.
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. To add a maintenance record, navigate to the equipment's profile, go to the Maintenance tab, then click on the (+) New icon and fill out the blank form with the maintenance subject, cost, and description. Once you have created your maintenance record, be sure to Commit it to lock in the information as a final copy.
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 on the + New icon.
Fill out the required fields in the blank Equipment Maintenance form and click Save when you are ready.
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 your name or the name of the Employee to add Equipment Usage, then 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 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.
If the Equipment Usage was part of a Project, fill in the Direct Costs details in the next section.
If the Equipment Usage was NOT part of a Project, fill in the Indirect Costs details in the bottom section.
When you have filled out 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, and item location, condition and status. You may select an Equipment item to view or edit from this tab by clicking the name of the equipment. You may also print the entire log using the view feature.
Steps:
Click the View icon to open a printable overview of all equipment on file in RedTeam Flex.
Click the Print button to Print or save the file as a PDF, or click the Export button to export to an Excel document.
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 the equipment item in the list or with the search tool.
Click the Maintenance Tab. Click the View icon to view a log of all Equipment Maintenance for this item.
