EquipSpan practical manual

Open Regional settings and confirm the business country, locale, timezone, date format, document paper size, currency presentation and working tax labels. These values control how dates, amounts and PDFs are presented.

Open Customers, choose Add customer and enter the stable information your team already knows. A name is enough to start; add contact, company and address details when they help the work.

Open the new customer and add the actual site where equipment is installed. Use a clear site name such as Main office, Plant 2 or Riverside store instead of repeating only the customer name.

From the location choose Add equipment. Record a useful name and the identity you have: manufacturer, model, serial number, asset reference, installation date or status. Missing optional data can be completed later.

Open the equipment and add a nameplate photo, purchase document, commissioning record or another file that will help the next person identify or support the unit.

If the team has a warranty or service agreement to track, create a manual coverage record and link the supporting files. Leave the assessment as Not reviewed when the evidence is incomplete.

Create a service request if something already needs attention, or add a recurring maintenance plan when future work is known. EquipSpan becomes useful when the equipment identity is connected to what happens next.

Start in Overview. Review overdue and upcoming requests, coverage records that need attention, maintenance inside its reminder window and equipment records missing useful identity or evidence.

Open each urgent card and decide the real next action. Update the request, record a treatment, prepare a proposal, schedule a visit or move the due date only when responsibility has genuinely changed.

Open Schedule and filter the agenda. Confirm the assignee, time, expected duration, access instructions and preparation checklist before the person travels.

When a call, email, web form or internal observation arrives, create a request against the site and, when known, the installed unit. Give every open request a concrete next action.

Use a treatment for remote work, calls, decisions and notes. Use a visit execution only when somebody actually attends the site. Both contribute to the chronology without automatically closing the request.

After the work, review the request separately. Decide whether it is resolved, needs a follow-up, awaits a part or proposal, should be charged externally or requires a supplier claim.

Search first to avoid creating the same customer twice. Change the status filter if the customer may have been archived.

Choose Add customer and enter the name plus any useful company, contact, tax reference, phone, email, website or notes. Save stable context here, not the details of one incident.

Select the saved row. The detail is the customer-level starting point for sites, installed equipment and secure request links.

Choose Add location and record a recognisable location name, address, site contact and access notes. Create separate locations when technicians need to distinguish where equipment physically sits.

Use Add equipment to register a unit directly in the correct context, or create a secure request link scoped to that customer and site.

Archive a customer or location that is no longer active. Its installed-equipment and service history remains connected and can be restored later.

Open Equipment and select Add equipment. Confirm the customer first and then the installation location; this relationship is the physical home of the record.

Use the wording the team recognises on calls and visits, such as Rooftop heat pump 4 or Packaging line printer. The generated equipment code remains stable for search and exports.

Add manufacturer, model, serial number, asset reference, installation date and status when known. Partial information is acceptable, but a nameplate photo is useful when the serial cannot be typed confidently.

Use notes for stable equipment information such as position, access, configuration or known constraints. Put incident-specific observations in the request or visit instead.

Create a component when it has its own serial, model, coverage, document or replacement relevance. Examples include a compressor, controller, battery bank or indoor unit.

When several related units share most details, create the first carefully and use Create similar. Check the site, serial and asset reference before saving each copy.

Update the status when a unit is inactive, replaced or retired. Do not remove the record merely because the current job is complete; the long-lived history is the purpose of EquipSpan.

Before uploading, decide whether the file belongs to the installed unit, one component or one visit. This determines where it will appear in history and exports.

For nameplates, invoices, manuals, commissioning records and general equipment photos, open the equipment detail and choose Add document.

Attach the file to the equipment or select a component. Use a useful kind and description so search results explain the evidence without opening it first.

Choose the document or photo from the device. The current maximum is 10 MB per file. EquipSpan stores it privately and provides preview or download where supported.

When adding or editing a coverage record, select the already stored files that support the dates, scope or internal assessment.

During a visit, add work photographs in Execute visit. They remain part of that intervention instead of becoming unrelated files in the general equipment record.

An Owner or Manager can add a better photograph or remove a mistaken one after completion without reopening the visit. The report remains completed and the correction is preserved in activity. A Technician sees completed evidence as read-only.

Upload the purchase, installation, commissioning, warranty or contract documents to the equipment or component before recording a confident assessment.

Open the equipment detail and create a coverage record with a clear name and type.

Record the manufacturer, installer, supplier or contract provider plus any external reference that helps a future enquiry.

Add start, end and last-reviewed dates from the available evidence. Date state and human assessment remain separate: a current date range does not prove that a particular repair is covered.

Select Not reviewed, Insufficient information, Probably covered, Not covered, Mixed coverage, Expired or Closed. This is a team working status, not an automatic legal conclusion.

Record whether parts, labour, call-out or scheduled maintenance appear to be included, and preserve known exclusions or unanswered questions.

Select the files that support the record, save it and review the coverage card whenever new evidence or a provider decision arrives.

Open Requests and check whether the same issue is already open. Use status, assignee and text filters to avoid splitting one case into duplicates.

Select the customer and required installation location. Link the installed unit when it is known; a site-level request can be created when the exact equipment is not yet identified.

Write a short title and enough description for another person to understand the symptom, timing and relevant context. Select the source and priority.

Choose an assignee if one person owns the next operational action. Unassigned work remains visible but should not be allowed to drift.

Every open request must contain a concrete next action. Add a due date when the team should review or perform it.

Use the status that describes the request itself: new, awaiting information, triaged, awaiting quote, awaiting authorisation, scheduled, in progress, on hold, resolved, closed or cancelled.

Record a treatment for a phone call, email, remote action, assessment, decision, note or resolution. Schedule a visit only when attendance is genuinely required.

A proposal decision, completed visit, supplier response or maintenance completion does not silently close the request. Update its status and next action consciously.

Go to Customers, select the customer and find the installation location that should receive the reports.

Choose the request-link action for that site and review any previous active, expired or revoked links.

Select how long the link should work. Create or replace the active link when the operational relationship changes.

The readable URL is shown only when it is created. Copy it into the channel you use with the customer. EquipSpan stores only the protected link record, not a reusable plain-text copy.

The reporter can describe the issue and provide contact details. The link does not create an account, expose the equipment register or provide live tracking.

A valid submission creates a normal-priority, unassigned web-form request with a concrete review action. Open it, identify the equipment when possible, assign responsibility and update its next action.

Revoke the link immediately if it was sent to the wrong person, the customer relationship ends or the site should no longer accept reports through it.

Select the request whose chronology should receive the action. Confirm that the customer, site and equipment context is correct.

Select the kind of work: Assessment, Contact, Remote action, Decision, Note or Resolution.

Choose Internal, Phone, Email, Remote, On site or Other so the chronology records how the action took place.

Record what was learned, decided or done and what information remains missing. Avoid copying an entire conversation when a concise operational summary is clearer.

Treatments are append-only operating history. They identify who recorded the event and when.

After saving, review the request status, assignee, next action and due date. The treatment deliberately does not change them behind the user's back.

Before issuing the first proposal, verify currency, separators, decimal precision, tax vocabulary, tax rates, date format and A4 or Letter paper. These settings shape the customer-facing PDF.

The request supplies the customer, site and equipment context. Give the proposal a clear title, validity period and practical scope.

Enter a description, quantity, unit price, discount and tax rate for each item. EquipSpan recalculates totals on the server using the configured regional precision.

Use customer-facing notes for conditions or explanations that belong in the PDF. Keep internal commercial or supplier context in the appropriate private records.

Check the item descriptions, totals, currency, dates and customer identity before issuing. Issuing locks the commercial details represented by that proposal version.

Download the proposal PDF and send it through your normal communication channel. EquipSpan records the proposal; it does not claim that an external email was delivered unless that function exists in the current workflow.

When the customer responds, record accepted, rejected or another available outcome, who decided, the channel, date and notes.

After acceptance, decide whether to schedule a visit, record remote treatment or update another next action. The proposal decision does not silently complete operational work.

Confirm the request's customer, installation site and equipment. If the unit is still unknown, the site context remains available for the visit.

Enter the purpose, date, start time, expected duration and assignee. The request fixes the operating context for this appointment.

Record site access, contact, safety or arrival information that the assigned person needs before leaving.

Review customer confirmation, site access, previous history and whether tools or parts are accounted for. Mark an item complete when it has been done or consciously reviewed as unnecessary.

Filter upcoming, today, past, completed or cancelled visits and use assignee filtering to understand each person's work.

If time, assignee, preparation or cancellation changes, edit the visit before execution so the mobile view reflects the current plan.

From Schedule, select the appointment and verify the customer, site, equipment, request purpose and preparation details before starting.

Open Execute visit. The record can remain Not started, In progress or Paused until the field work is ready to complete.

Enter diagnosis, work performed, readings or tests, parts and materials, outcome and follow-up notes. Write enough for the office and the next technician to understand what happened.

Add the checks relevant to this visit and mark each item as it is completed. Use specific labels that remain meaningful in the final report.

Take a photo or choose one from the device, add a useful description and upload it. These images become part of the visit evidence.

When appropriate, record the recipient name and signature as acknowledgement of the report. Do not present this as automatic acceptance of price, coverage or legal liability.

Use Save progress before leaving the form or when the intervention pauses. A partially completed record remains available for the authorised user.

Review the checklist, text, outcome, photos and optional signature, then choose Complete. The visit leaves the active agenda, but the parent request still needs an office decision.

Go to Schedule, include completed visits if necessary and select the relevant appointment.

Check the customer and site, equipment, technician, timing, diagnosis, work, readings, parts, checklist, outcome, follow-up, photographs and optional acknowledgement.

An Owner or Manager may open execution and add or remove a visit photo. Confirm the corrected evidence before generating the final PDF.

Choose Download PDF. EquipSpan applies the workspace's regional presentation, date format and configured A4 or Letter page size.

Open the generated document and confirm that it contains the intended information. Decide whether internal notes, evidence or signatures are suitable for the recipient.

Use the completed report as evidence, then update the request's status and next action separately.

Open the request and equipment history. Check the manual coverage assessment, supporting files, visit photos, diagnosis, parts and proposal before deciding how the cost should be handled.

Choose Create claim, identify the provider, external reference, linked coverage and what is being claimed. Set a clear next action and due date.

Use Draft, Awaiting evidence, Ready to submit, Submitted, Awaiting supplier, More information required, Approved, Partially approved, Rejected, Recovered or Closed as the external process advances.

Enter claimed, approved and recovered amounts when useful. They are operational tracking values, not invoices, credits, bank entries or tax records.

Link the relevant equipment files and keep provider responses, notes and dates in the claim record. Update the next action until recovery is actually complete.

Use Record customer charge to state Not chargeable, Included in contract, Chargeable, Partially chargeable or Waived, plus the intended amount and reasoning.

Move the charge through Ready for external invoice, Invoiced outside EquipSpan, Payment reported, Written off or Not applicable only when that event has actually occurred in the external system.

The request may be operationally resolved while a claim remains open, or a charge may be reported while technical work continues. Keep each status honest rather than forcing one global closure.

Select the installed unit that receives the recurring work. Add a component first when the recurrence belongs to a specific sub-unit.

Give the plan a clear operational name and choose the maintenance kind, related component when applicable and responsible user.

Set the interval and unit, such as every 3 months or every year. Choose whether the next date advances from the scheduled date or from the actual completion date.

The reminder-days value controls when the plan appears in What needs a look. A plan becomes due soon when its window starts, due today on the date and overdue afterward.

Record the request title, priority and scope that should be carried forward when the office decides to create a service request from this plan.

When the reminder needs action, choose Create request. This creates the operational case; it does not automatically create a visit.

After the maintenance has genuinely occurred, record its completion date, optional linked request and notes. EquipSpan preserves the completion and calculates the next date according to the selected basis.

Completing maintenance does not close or otherwise change a linked request. Update that request separately, then confirm the new next due date.

In Overview search for the customer, site, equipment code, serial number, asset reference, component, maintenance name, coverage, claim, photo or document description.

Select a result to move to its customer or equipment detail. EquipSpan keeps the physical and operational relationships available around the match.

Return to Overview and select All attention, Operations, Coverage, Maintenance or Record quality.

Each exception explains why the record is visible: overdue action, current reminder window, coverage review, missing identity or missing useful files.

Update the real request, maintenance, coverage or equipment record. The dashboard count should change because the source record is better, not because an exception was dismissed.

Use Equipment register CSV for the installed base, Maintenance schedule CSV for forward planning, or the equipment ZIP when one unit and its evidence need to be reviewed together.

For equipment choose current or all records. For maintenance choose active or all plans. Avoid exporting more personal or operational information than the recipient needs.

Open Reports & exports and choose the relevant Download CSV action. The files use portable UTF-8 data suitable for review in a spreadsheet.

For a ZIP, open the specific equipment record and choose its evidence-package action. Confirm that the unit and customer context are correct.

The ZIP can include record CSV files, components, coverage, maintenance history, requests, visits, checklists, claims, private files, visit photographs, signatures and a SHA-256 manifest.

Read the included README and inspect sensitive files. Store or transmit the package using controls appropriate to your company and recipient.

Owner controls the complete workspace and team. Manager controls operations and Technician users. Technician works with permitted operational records and assigned field work.

Enter the colleague's real name, work email and role. Do not share one login between several people; activity is more useful when each action has an identity.

The person receives or is given a time-limited link to create a password and join the existing workspace. They do not create a separate company account.

Resend or replace access when a link expires. Remove an invitation that was addressed incorrectly or is no longer needed.

When responsibilities change, adjust the role within the allowed hierarchy. Deactivate access when somebody no longer works in the workspace.

Confirm that the user can see and update the records required for their role, especially assigned visits, without giving unnecessary team or commercial control.

Set the business country and one of the supported workspace languages: English, Spanish, French, Italian, Portuguese or German. Language and regional locale are separate choices.

Use a valid regional locale such as en-US or de-CH and the timezone where the business operates. Due states and displayed dates depend on the workspace timezone.

Select the required date pattern and A4 or Letter document paper. Do not infer paper solely from the interface language.

Enter the three-letter currency code, symbol, position and spacing. Choose thousands and decimal separators plus quantity, unit-price and amount precision.

Country suggestions are editable starting points. Confirm the company ID label, indirect tax name and working rates with the business's qualified adviser when required.

Check the example date, time, quantity, price, amount and tax presentation before saving. Decimal and thousands separators must be different.

Create or use safe test records and inspect proposal and visit PDFs. Confirm dates, totals, separators, symbols, tax labels, line wrapping and page size before external use.

The Owner can open Plan & access to see the exact trial dates, days remaining and current use of team seats and private storage. The equipment count is informational: customers, locations and installed equipment are unlimited on every paid plan.

Team 3 includes 3 users and 15 GB, Team 8 includes 8 users and 60 GB, and Team 20 includes 20 users and 200 GB. Every plan includes the same functions. Active users and pending invitations occupy team places; storage is shared by the workspace.

Select Monthly for a month-to-month subscription or Yearly for the price of ten months. Choose the plan and review the secure Paddle checkout, including the applicable tax and final total, before paying.

The Owner can change plan or billing period from Plan & access. EquipSpan shows Paddle's prorated amount before confirming an immediate change. Use the customer portal for payment details, invoices and cancellation controls.

If Paddle reports an overdue payment, Plan & access shows the exact seven-day grace deadline. The workspace remains editable during that period. Open the Paddle portal, update the payment method and settle the overdue amount before the deadline.

When the 21-day trial ends, a payment grace period expires or a subscription is paused, the server prevents workspace changes and external request intake. Existing records, search, reports, PDFs and exports remain available so the company can review and recover its information.

Create at least 10 characters with uppercase and lowercase letters, a number and an accepted symbol. Do not reuse or share the password.

Open Security, enter the current password and choose a new one. Other active sessions are signed out after the change.

From sign-in choose the password-recovery action, enter the work email and use the private reset link. If the message is absent, check spam and confirm the entered address.

Treat access links like temporary credentials. Do not forward them to another person and discard them after use or expiry.

Use the EquipSpan support page and include the workspace name, your user email, the record code, what you were trying to do, what happened and the approximate time. Screenshots are helpful when they do not expose confidential material.

Do not email passwords, readable request links, reset tokens or unnecessary customer documents. EquipSpan support should not need your password.