How to use eQuip! for Maintenance Management

A worker performs maintenance using a hammer. Text reads: How to Use eQuip for Maintenance Management

If you already use eQuip! in your organization, you likely know how to use it to track the basics of assets such as location and life cycle stage. But did you know you can use eQuip! to manage maintenance as well?

Proper maintenance management ensures that your equipment and physical assets are working and creating the most value for your organization. Recording maintenance and calibration activities can be complex, especially when dealing with a vast number of assets requiring different maintenance needs and schedules.

The eQuip! Preventative Maintenance tool solves this problem by allowing you to set up Maintenance Tasks and Work Orders for your assets and track the performance of these assets using built-in Meters, Alarms, and Calibration Schedules.

eQuip! users find that having information for people and equipment all in one place can make managing things like work orders much easier.

The Maintenance tool allows eQuip! users to group these Maintenance needs into tasks, therefore preventing repetitive recordings of maintenance activities.

Users have various options in scheduling these tasks. In eQuip!, each task consists of one or more work orders and each work order represents a specific maintenance activity, whether this activity happened in the past or is scheduled for a future date.

The tool also allows assigning each specific work order to specific people within the organization.

The eQuip Maintenance and Calibration tool has work areas which allow you to:

  • Set up People for Maintenance Management
  • Set up Equipment for Maintenance management
  • Define Parts for Maintenance Management
  • Log Equipment Inspection and Corrective Action
  • Manage Task Templates
  • View, Edit, and Schedule Work Orders

We’re going to go through each of these tasks and when you’re likely to use them. I’ll then show you how to perform them in eQuip!

Screenshot of eQuip maintenance home page. There are several colorful icons leading to maintenance work areas.

Set up People for Maintenance Management

The People setup section allows the Admin user to select which people from the list of employees in eQuip! can be assigned work orders. These employees could be either eQuip! users with login credentials or employees that do not have access to eQuip!.

In fact, the eQuip! Preventative Maintenance tool separates the available people in two so that the Admin user can select from the list of eQuip! users or non-eQuip! users, as shown below:

Screenshot of persons list in eQuip maintenance tool. The admin and property admin are selected and the property custodian is de-selected.

Set up Equipment for Maintenance Management

In addition to Preventative Maintenance, many companies regularly perform calibration on their systems or equipment.The ability to record calibration activities, readings, and meters is crucial to many organizations. eQuip! users can do this through the Equipment Setup section.

The Equipment Setup section in eQuip! serves two main purposes.

First, this section lets users add Equipment that requires preventative maintenance and calibration into the tool.

Secondly, users can enter Equipment detail after adding the Equipment. These details include meter and alarm information; this is useful in setting thresholds for work order creations. Users can also add attachments for each equipment in this section.

Thirdly, the section allows users to read Corrective Action Entries and Calibration entries such as Next Calibration Due Date. The Equipment Detail Screen is shown below:

Screenshot of Equipment detail screen. It has tabs for Meter readings, Alarms, Calibrations, Log entries, and attachments.

Define Parts for Maintenance Management

The Parts section helps users pick parts from the eQuip! database and add them to the preventative maintenance tool. These parts would then be in the list of available parts when users are creating and assigning work orders. An example of the Part selection is shown below:

Screenshot of a Chain found through the asset search.

Log Equipment Inspection and Corrective Action

Equipment Inspection and Corrective Action does what the title implies.

This section allows the user to select specific equipment and enter calibration date, calibration reading, and a description of the calibration activity.

It also allows users to enter meter and alarm readings. Users can pick which Alarm or Meter to use from dropdowns, enter its reading, and the date the reading was recorded.

The Equipment Inspection and Corrective Action screen is shown below:

Screenshot of the Equipment Inspection and Corrective Action screen.

Manage Task Templates

The task templates facilitate work order creation based on different preventative maintenance needs.

In this area, users can include a frequency schedule, which is very useful for periodic maintenance.

The schedule can be set to a standard frequency, which allows the user to select either a single occurrence or a multiple occurrence frequency. With the multiple occurrence frequency, users have the options to set the occurrences by day, week, month, or year as shown below.

SCreenshot of task template. The maintenance for the equipment is scheduled at standard frequency, weekly with no end date.

Also, users can set when the re-occurrences must end, either by setting a limited number of occurrences or by setting a specific date to stop the re-occurrences.

The other frequency type is Custom Frequency. With the custom frequency, users can set up tasks to automatically be created based on equipment performance.

eQuip! uses the information obtained from the logs of Meter and Alarm readings to automatically schedule the tasks based on the threshold entered by the task scheduler. This means that, for instance, when the system detects that a specific Equipment has a meter or alarm reading greater than a number (threshold), then a work order is scheduled by the system. The custom frequency option is shown below:

SCreenshot of task template. The maintenance for the equipment is scheduled at custome frequency, when the meter exceeds a certain value.

Besides the Schedule option, users can also add equipment and parts to the task, add a location and instructions to the task, and assign the task to people. After the task is set up, every occurrence of the task appears in the system as a work order and the people assigned and the Equipment and parts added to the task would trickle down to the work orders.

View, Edit, and Schedule Work Orders

Though work orders are created as part of tasks, users have also the option of creating them manually as needed.

The work order section has several very important features. While creating or editing a work order, a manager can approve or decline a work order. In fact, other information cannot be changed in the work order unless it is approved. Once a work order is approved, users can then add labor costs, material costs to the work order.

Also, users can enter feedback into the work order. This is very useful for entering technical information or findings related to the Equipment and/or parts in the work order. A work order edit screen is displayed below:

Screenshot of work order details. The work order has a high priority and has been approved by an Admin.

Another important feature in this tool is its ability to send automatic e-mail notifications to people assigned work orders.

For many large organizations, simply assigning a work order to someone does not suffice, as it is crucial for the person assigned the work order to be promptly notified. This saves a lot of time for eQuip! users, as setting up a work order can trigger an automatic e-mail notification to be sent to the person who is assigned the work order.

In addition to these great features used by several companies for their maintenance needs, the tool also comes with standard reports that are useful in monitoring the number of existing work orders, the status of work orders, parts to reorder, etc. The example below shows an example Parts To Reorder report.

Screenshot of the parts to reorder screen. A table displays work orders, task names, the part associated with the work order, as well as other relevant information.


With the combination of Maintenance and Calibration records in one tool, eQuip! users can perform several activities in a timely manner. Once you know how to use the correct tools, you’ll be sure to see the difference.

If you ever need any additional help using the Maintenance and Calibration tool, or any tool in eQuip, feel free to use our support website. We are constantly adding new articles and guides to support our users. Our support staff are also on hand to help with any detailed issued.

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