Transcript
00:00 · A unit you can find
A customer calls about the heat pump on the roof. Let's put its identity and next action within easy reach, using the free EquipSpan template. Our fictional customer is Panadería Norte. The finished row will give a colleague the details they need to continue.
00:19 · Download your working copy
On the EquipSpan Resources page, open Installed equipment register and download the CSV. Open it in Excel or your usual spreadsheet application. Save a working copy before replacing the fictional example. If everything appears in one column, choose a comma separator and UTF-8 encoding. Keep all twenty-two original technical headers, in their original order. The guide explains what each one records.
00:50 · Customer and installation site
Enter Panadería Norte as the customer, and Obrador de Valencia as the site. These names belong to our fictional example. The customer and the place where the unit is installed have separate fields. Add Calle del Obrador 12, Valencia as the example address. If the customer has another branch, give that branch its own site record.
01:16 · Identify the physical unit
Use UNIT-001 as the unit reference. We will reuse that reference in the related templates. Enter Heat pump as the equipment category, with Ejemplo Clima as manufacturer and BC-12 as model. Copy DEMO-00418 into the serial number field, exactly as shown on the fictional nameplate. Each physical unit gets its own row, even when another unit has the same manufacturer and model.
01:48 · Dates and supporting documents
Record the installation date as the twelfth of February, twenty twenty-six, using year, month and day. Add the link to the commissioning document in its evidence column, so it can be found later. The last service date is the twenty-ninth of July. Leave coverage as Awaiting review while you check the documents and supplier conditions.
02:13 · Give the next action an owner
For now, we need a readable photograph of the nameplate. Enter Request a nameplate photograph as the next action. Assign it to Álex and set the due date to the third of November. When a colleague comes back to this row, they can see what is needed and continue without having to reconstruct the earlier conversation.
02:37 · Update the row when the photo arrives
The customer sends the photograph. Save its evidence link and add a dated note confirming receipt. Keep the same row, reference and installation details, so the information still describes this unit. The next action is now Review documents with the supplier. Álex remains responsible, with a new date of the fifth of November.
03:02 · The same example in EquipSpan
When several people need this history, the EquipSpan equipment record brings the unit and its documents together. The local demo shows Panadería Norte, the installation site, UNIT-001 and the same serial number. The linked request holds the next action, its owner and due date. The spreadsheet and demo were prepared separately: the template is not imported or synchronised. These cards summarise fields observed in the demo.
03:33 · Your first unit is ready
We now have an identified unit and a clear next review. You can start with one piece of equipment and add the information that will help with the next job. The template, its guide and the practical manual are on the EquipSpan website.