Keeping track of installations and other equipment

  • Updated

In this article, you will learn how to keep track of installations and general equipment in Workiz.

If your team regularly performs installations, keeping track of those efforts is likely a vital part of your business. Workiz provides your team with critical visibility into your equipment installations, giving them access to the installation history associated with specific clients to ensure they’re always prepared for a job.

Adding equipment

Adding equipment to a job

Equipment can be added to a job in two different ways: as a new or existing installation. New installations must first be added as job items. Existing installations can be logged manually without needing to add them as job items. 

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  1. Open the job you want to add equipment to
  2. Select the Equipment tab
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  3. Select Add new
  4. Choose the equipment you want to add:
    1. Source: Choose where this equipment is being sourced from:
      1. Job items: New equipment that you are installing from the job's list of items
      2. Client equipment: Equipment you have previously installed for this client

        This option will only appear if you have previously installed equipment for this client in Workiz. Choosing this option will allow you to track the history for this equipment. 

      3. Existing installation: Equipment that has already been installed for this client, whether by your team or another company
    2. Item: Select equipment you want to add

      This option will only appear if you are adding equipment from the job items or client equipment.

  5. Enter the equipment details:
    1. Name
    2. Model #
    3. (Optional) Manufacturer
    4. (Optional) Labor warranty
    5. (Optional) Manufacturer warranty
    6. (Optional) Serial #
    7. (Optional) Installation date
    8. (Optional) Location in property
    9. (Optional) Notes
  6. Select Save

Your equipment will now be added to the job. You will be able to select it as client equipment when adding equipment to other jobs in the future. 

Adding equipment to a client profile

Workiz also gives you the option of adding equipment directly from a client's profile page.

  1. Open the profile of the client you want to add equipment for
  2. Select More > Equipment
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  3. From the Equipment tab, select Add new
  4. Enter the equipment details:
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    1. Name
    2. Model #
    3. (Optional) Manufacturer
    4. (Optional) Labor warranty
    5. (Optional) Manufacturer warranty
    6. (Optional) Serial #
    7. (Optional) Installation date
    8. (Optional) Location in property
    9. (Optional) Notes
  5. Select Save

Your equipment will now be saved to the client's profile. You will be able to select it as client equipment when adding equipment to jobs in the future. 

Equipment property address overview 

Equipment that you add in Workiz includes an optional field for an associated property address that acts as a record of where the equipment was installed. 

If you add equipment from a job page, the equipment property address will automatically be derived from the job’s service address. If you add equipment from a client profile page, you will have the option of selecting one of the various properties that you have previously added to this client’s profile.

Generally, equipment can only be assigned to one property address. This means that you will not be able to add equipment to multiple jobs unless those jobs all have the same property address.

If you successfully add a piece of equipment to multiple jobs, but then update the service address to one of those jobs, the equipment will be removed from that job.

The only exception to this rule is if you update the property address from the client profile. Workiz allows you to update the equipment property address from the client profile without affecting the property address found within the relevant job. 

As it relates to client equipment, jobs provide a record of where the equipment existed at the time of the service. But for the most up-to-date information on the current location of the equipment, your client’s profile page will serve as the single source of truth.

You install a piece of equipment at a client’s home. The equipment has a property address derived from this client’s home address.

Later, the client decides to move to a different home and decides to take that equipment with them.

After moving into the new home, the client contacts you to service the equipment. Except the equipment you have on record is assigned to the property address of this client’s previous home, which prevents you from adding this existing equipment to a job.

At this point, you would not be able to add the existing client equipment to a job that features the new address. You would need to open the client’s profile page and manually update the property address for the equipment so that it matches the new home address, ultimately allowing you to add the equipment to the new job.

Lastly, should you ever delete a property address from a client’s profile page, any equipment related to this address will no longer have an associated property address.

Viewing equipment history

For specific clients

After adding equipment to a job in Workiz, the equipment will be visible across two areas within the platform: the relevant job page (where the equipment was added) and the client profile.Group 4767equipment.png

Client profile pages will now have a new tab on the right side of the page for equipment, where you can edit the equipment, view its activity history, or remove it from your account. 

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The history log will give you a detailed history of when:

  • A related job was performed
  • Equipment was added
  • Equipment was removed
  • Property address was updated

For all clients

Workiz also provides you with a dedicated report so you can view all of the equipment your business has added across your account. Here, you'll be able to get a broad overview of all of your equipment, installation dates, warranty dates, and quick access to history logs.

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