Equipment Management

If your business uses vehicles, tools, or machinery, Rivvex can track all of it: where each piece of equipment is, when it needs maintenance, who’s using it, and whether anything is broken.

This guide covers everything you need to know about setting up and managing equipment in Rivvex.

Required role: Equipment

The Big Picture

Equipment in Rivvex works in layers:

1. Equipment Types: The categories of equipment you own (e.g., “Pickup Truck,” “Chainsaw,” “Skid Steer”)
2. Equipment Instances: The individual pieces (e.g., “Truck #3, 2022 Ford F-150, VIN: 1FTEW…”)
3. Maintenance: Scheduled upkeep for each piece of equipment
4. Issues: Problems reported by your team
5. Assignments: Which crew or job each piece of equipment is assigned to

Setting Up Equipment Types

Before you add individual pieces of equipment, you need to set up the types, the categories that describe what kinds of equipment you have.

1. Go to Equipment → Setup.
2. Click Add Equipment Type.
3. Enter a name (e.g., “Dump Truck”) and optionally a category.
4. Add any custom fields specific to this type. For example, a “Truck” type might have custom fields for “License Plate,” “Insurance Expiry,” and “Fuel Type.”
5. Save.

Custom Fields

Each equipment type can have its own set of custom fields. These fields appear on every instance of that type. Use them for information specific to that kind of equipment: mileage, certifications, license numbers, warranty dates, etc.

Checklists

You can also attach checklists to equipment types. These are used during checkout and checkin, a list of items the crew member must inspect before taking or returning equipment.

Examples:

• Pre-checkout checklist: “Check tire pressure,” “Verify fluid levels,” “Inspect for damage”
• Pre-checkin checklist: “Clean interior,” “Report any new damage,” “Record ending mileage”

Adding Equipment Instances

Once your types are set up, add the individual pieces of equipment.

1. Go to Equipment and click Add Equipment.
2. Select the equipment type.
3. Fill in the details:
   • Name: A short identifier (e.g., “Truck #3”)
   • Make / Model / Year: The manufacturer details
   • Serial number or VIN: For tracking and identification
   • Purchase date: When you acquired it
   • Custom field values: Fill in any fields defined on the type
4. Save.

Equipment Statuses

Every piece of equipment has a status:

You can change the status at any time from the equipment detail page.

Maintenance Schedules

Preventive maintenance keeps your equipment running and avoids costly breakdowns. Rivvex lets you set up automatic maintenance reminders based on time, usage, or both.

Creating a Maintenance Template

Maintenance templates define what maintenance needs to happen and how often.

1. Go to the equipment type’s settings.
2. Click Add Maintenance Template.
3. Configure the schedule type:

4. Add a description and any relevant documents (like a service manual).
5. Save.

Maintenance Due Status

The system automatically tracks maintenance status for each piece of equipment:

Overdue and due-soon items appear in your Action Items dashboard automatically.

Recording Maintenance

When maintenance is completed:

1. Go to the equipment instance.
2. Find the maintenance item.
3. Click Complete.
4. Add service notes and update the meter reading if applicable.
5. Save. The next due date is automatically calculated.

Meter Readings

For meter-based maintenance, you’ll need to update meter readings periodically. You can do this:

• When completing a maintenance task
• When checking equipment in or out
• Manually from the equipment detail page

Equipment Issues

When something goes wrong with a piece of equipment, your team can report it directly in the system, from the mobile app or from the desktop.

Reporting an Issue

1. Go to the equipment instance (or use the mobile app).
2. Click Report Issue.
3. Select the severity:
   • Needs Attention: The equipment still works, but something should be looked at.
   • Broken: The equipment can’t be used until this is fixed.
4. Describe the issue and add photos if possible.
5. Submit.

Issue Workflow

Issues move through these statuses:

Critical issues appear in your Action Items dashboard.

Adding Comments

Team members can add comments to an issue to track progress, share updates, or ask questions. Comments are timestamped and attributed to the person who wrote them.

Equipment Assignments

Equipment can be assigned to crews and to specific job schedule days.

Crew Equipment

When you assign equipment to a crew, that equipment travels with the crew to their jobs. This is useful for vehicles and tools that are always with a specific team.

1. Go to Equipment → Crews.
2. Select a crew.
3. Assign equipment to that crew.

Job-Day Equipment

When scheduling a job, you can assign specific equipment to specific days. The system can auto-assign based on what’s available, or you can manually choose.

Equipment Availability

The Equipment → Availability page shows you which equipment is available on any given day: what’s in service, what’s checked out, and what’s in maintenance.

Equipment Checkout and Checkin

Before using equipment on a job, crew members check it out. When done, they check it back in. This creates an audit trail of who used what, when, and for which job.

The Checkout Flow

1. The crew member opens the job on their mobile app.
2. They tap Equipment and see what’s assigned.
3. They complete the pre-checkout checklist (if one is configured for this equipment type).
4. They confirm the checkout. The equipment is now marked as checked out.

The Checkin Flow

1. When the job is done, the crew member taps Equipment again.
2. They complete the pre-checkin checklist.
3. They confirm the checkin. The equipment is returned to availability.

Manual Checkout

In some cases, a crew member needs to check out equipment outside of a specific job, for a quick errand, a test drive, or moving equipment between locations. The mobile app supports manual checkout for these situations.

Equipment Documents

You can attach documents to equipment types and instances: service manuals, warranty documents, inspection certificates, registration papers, etc. These are accessible from the equipment detail page and can be viewed by anyone with the Equipment role.

A Realistic Example

Rivera Landscaping has 3 trucks, 2 trailers, 5 mowers, and various hand tools.

Setup:

• They create equipment types: “Pickup Truck,” “Trailer,” “Commercial Mower,” “Hand Tools.”
• For “Pickup Truck,” they add custom fields: License Plate, Insurance Expiry, Last Inspection Date.
• They add pre-checkout and pre-checkin checklists for trucks (tire check, fluid check, damage inspection).

Daily operation:

• Each morning, Crew A checks out Truck #1 and Mower #2 for their landscaping jobs.
• At each job site, the checkout is recorded. Rivera knows exactly which equipment was at which job.
• At the end of the day, Crew A checks everything back in.

Maintenance:

• Truck #1 has a maintenance template: oil change every 5,000 miles or 90 days.
• When the odometer hits 45,000 miles, the Action Items dashboard shows “Truck #1: Oil Change Due Soon.”
• The office schedules the maintenance and records it when done.

Issues:

• A crew member notices the trailer hitch on Trailer #2 is loose. They report it from their phone as “Needs Attention.”
• The equipment manager sees it in Action Items, acknowledges it, and schedules a repair for the weekend.