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Create Equipment

Adding new equipment to your Turfpal inventory is a crucial step in maintaining an accurate and useful equipment management system. This guide will walk you through the process, ensuring you capture all essential information.

Steps to Create New Equipment​

  1. Navigate to Equipment Module:

    • Go to the "Resources" menu in the main navigation
    • Select "Equipment" from the dropdown

  2. Initiate Equipment Creation:

    • Locate and click the "+ New equipment" button, typically found in the top-right corner of the Equipment list view

  3. Fill Out Equipment Details:

    a. Basic Information:

    • Active: Toggle on if the equipment is immediately ready for use
    • Make and Model: Enter the manufacturer (e.g., "John Deere") and specific model (e.g., "X354 Lawn Tractor")
    • Type: Select from predefined categories or add a new type if necessary
    • Serial Number: Input the unique identifier provided by the manufacturer
    • Fleet Number: Assign an internal tracking number if applicable to your organization
    info

    The serial number is crucial for warranty claims and parts ordering. Double-check this information for accuracy.

    b. Acquisition Details:

    • Production Date: Select the date of manufacture
    • Supplier: Choose from your list of suppliers or add a new one
    • Purchase Date: Enter the date your organization acquired the equipment
    • Purchase Price: Record the initial cost for future ROI calculations

    c. Operational Information:

    • Warranty End Date: Set this to track when manufacturer coverage expires
    • Next Service Date: Schedule the upcoming maintenance based on manufacturer recommendations or your internal policies
    • Venue: Specify the primary location where this equipment will be used
    warning

    Setting accurate service dates is crucial for preventing unexpected breakdowns. Consult the manufacturer's guidelines when setting these dates.

    d. Additional Specifications:

    • Engine Type: For motorized equipment, specify the engine details
    • Fuel Type: Indicate what type of fuel the equipment uses
    • Operating Width: For mowers or similar equipment, note the operational size
    • Weight: Enter the equipment's weight for transportation and storage considerations

  4. Upload Supporting Documents:

    • Attach the user manual in PDF format
    • Upload clear images of the equipment from multiple angles
    • Include any relevant certification or compliance documents

  5. Set Up Maintenance Schedule:

    • Define regular service intervals (e.g., every 100 hours of operation or every 3 months)
    • List specific maintenance tasks required at each interval

  6. Assign Responsible Personnel:

    • Designate a primary operator or manager responsible for this equipment
    • List any specific training or certifications required to operate the equipment

  7. Save the Equipment Entry:

    • Review all entered information for accuracy
    • Click the "Save" button to add the equipment to your inventory
tip

Take photos of key equipment details like serial numbers and model plates. These can be invaluable for quick reference and verification.

Best Practices​

  • Be Thorough: The more detailed your initial entry, the more valuable your equipment database becomes
  • Use Consistent Naming: Establish a naming convention for makes, models, and types to ensure easy searching and sorting
  • Update Regularly: Set a reminder to review and update equipment details quarterly
  • Link Related Items: If the system allows, link the equipment to related items like spare parts or compatible attachments
caution

Avoid using abbreviations or jargon that might be unclear to new team members or external stakeholders.

Example: Adding a New Mower​

Let's walk through adding a new mower to your Turfpal inventory:

  1. Navigate to Equipment and click "+ New equipment"
  2. Fill in the details:
    • Active: Yes
    • Make and Model: Toro Greensmaster 3150-Q
    • Type: Greens Mower
    • Serial Number: 403670001
    • Fleet Number: GM-001
    • Production Date: 2023-05-15
    • Supplier: Turf Equipment Supply Co.
    • Purchase Date: 2023-06-01
    • Purchase Price: $25,000
    • Warranty End Date: 2025-06-01
    • Next Service Date: 2023-09-01
    • Venue: Main Golf Course
    • Engine Type: Kohler Command Pro EFI
    • Fuel Type: Gasoline
    • Operating Width: 59 inches
    • Weight: 1,200 lbs
  3. Upload the Toro Greensmaster 3150-Q manual PDF
  4. Add photos of the mower from front, side, and rear angles
  5. Set up a maintenance schedule:
    • Every 50 hours: Oil and filter change
    • Every 100 hours: Full service inspection
  6. Assign John Smith as the primary operator
  7. Review all details and click "Save"
success

Congratulations! You've successfully added a new piece of equipment to your Turfpal inventory. Remember to keep this information updated as you use and maintain the equipment.

By following these steps and best practices, you'll create a comprehensive and useful equipment entry in Turfpal, setting the foundation for effective equipment management and maintenance.