Company Equipment - Reuse

 

Reuse

Callouts

Note: Equipment Tool for ANZ

 Note

The (Legacy) Equipment tool was developed specifically for use by Procore customers in Australia and New Zealand. For documentation, visit the  icon-external-link.png Company Level Equipment page and icon-external-link.png Project Level Equipment page on the Australia (English) instance of the Procore Support Site.

Open Beta- Procore Explore

 In Beta
Company Administrators can enable this beta feature in Procore Explore.

New Tool Closed Beta

 In Beta

This feature is currently in beta.

New Tool Closed Beta with Sign Up

 In Beta
This feature is currently available through a beta program. If you would like to participate in the beta, please reach out your Procore point of contact.

Legacy Third Party Integrations

 Important

If you have existing integrations for a project that depend on equipment listed in the Project Settings of the project Admin tool, Procore recommends NOT enabling Equipment tool at this time.

Enabling the Equipment tool on a project disables existing third party integrations for that project that rely on the equipment listed in the in the project's Admin tool.

Background

Generic Background

Procore's Equipment tool ensures all machines are optimally used and effectively managed from arrival to departure. The company's Equipment tool is a registry of your company's owned or rented equipment for your job sites. When equipment is assigned to projects, it is added to the Project's Equipment tool where it can be used in Inspections, Timesheets, Daily Log, T&M Tickets, and your Budget.

Setup Guide

Overview

The Equipment tool helps you manage your company's equipment for your job sites. Whether owned or rented, Procore's Equipment tool ensures all machines are optimally used and effectively managed from arrival to departure. 

This guide walks you through how to set up and manage your equipment records in the company's Equipment tool. First, you need to set up your categories, types, makes, and models. After creating your structure, you can create and manage individual equipment records and add them to your projects.

Add Equipment to Project Tools

 Important

If you have existing integrations for a project that depend on equipment listed in the Project Settings of the project Admin tool, we recommend NOT enabling Equipment tool at this time.

Enabling the Equipment tool on a project disables existing third party integrations for that project that rely on the equipment listed in the in the project's Admin tool.

  1. Navigate to the project's Admin tool.
  2. Under 'Project Settings', click Tool Settings.
  3. Move the relevant toggle icon-toggle-on.png to 'Active' to add the following tools to your project:
    • Equipment
       Tip

      You can also enable the following tools that work with the Equipment tool:

      • Budget
      • Daily Log
      • Incidents
      • Inspections
      • T&M Tickets
      • Timesheets

Setup Equipment Configurable Fieldset for Timesheets

Things to Consider

Required User Permissions

Steps
  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Timesheets.
  3. Click Create Fieldset and select Equipment.
  4. Enter a name for the fieldset and click Create.
  5. Update field visibility:
    • Click the toggle to the ON position to make the field visible in the section
    • Click the toggle to the OFF position to hide the field in the section.
  6. Update required fields:
    • Mark the 'Required' checkbox to designate the field as required.
    • Clear the 'Required' checkbox to designate the field as optional.
      Notes:
      • Fields without a checkbox are optional by default and cannot be changed to required.
      • A gray marked checkbox indicates that the field is required by default and cannot be changed to optional.
  7. Optional: Add Custom Fields.
  8. Click Save Changes.
  9. Click Assign Projects to add the fieldset to projects.
  10. Mark the checkbox next to each project you want to apply the fieldset to and click Update.
  11. Click Confirm.
  12. Optional: To set a fieldset as the default for new projects, click the ellipsis icon at the end of its row on the 'Fieldsets' tab and select Set as New Project Default.

Configure Timesheets Settings

Things to Consider

Required User Permissions

Steps

Add Equipment Default Cost Type for timecard entries in the Company Timesheets tool.

  1. Navigate to the company's Timesheets tool. 
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Click the Configurations tab.
  4. Under 'Limit Available Cost Codes by Cost Type', mark the checkboxes for Equipment and Labor.
    Note: If Labor and Equipment are configured as your Default Cost Type for Timecards and Equipment, the word 'Default' will display instead of a checkmark.

To configure additional settings, see Configure Advanced Settings: Company Level Timesheets.

Add Equipment to Fieldsets

To use equipment in Inspections, the 'Equipment' field must be enabled on your Inspections fieldsets, and assigned to your projects.

Add Equipment to Existing Fieldset

  1. Navigate to the Company level Admin tool. 
  2. Under 'Tool Settings', click Inspections.
  3. Click Edit next to the fieldset you want to modify.
  4. Click the toggle for Equipment to the ON icon-toggle-on.png position.
  5. For all other fields, click the toggle to the ON icon-toggle-on.png position to make the field visible in the section.
    OR
    Click the toggle to the OFF icon-toggle-off.png position to hide the field in the section.
  6. Mark the 'Required' checkbox to designate the field as required.
    OR
    Clear the 'Required' checkbox to designate the field as optional.
    Notes:
    • Fields without a checkbox are optional by default and cannot be changed to required.
    • A gray marked checkbox icon-checkbox-marked-grayed-out.png indicates that the field is required by default and cannot be changed to optional.
  7. Click Save.
  8. In the 'Apply changes to [#] project(s)?' window, click Assign Projects to add the fieldset to projects.
    • In the 'Assign Projects' window, mark the checkbox next to each project you want to apply the fieldset to and click Update.
    • In the 'Apply changes to [#] project(s)?' window, click Confirm.
  9. Optional: To set a fieldset as the default for new projects, click the icon-ellipsis-options-menu.png icon at the end of its row on the 'Fieldsets' tab and select Set as New Project Default.

Create a New Configurable Fieldset

  1. Navigate to the Company level Admin tool. 
  2. Under 'Tool Settings', click Inspections.
  3. Click Create New across from the Inspection Type you want to configure fieldsets for.
  4. Enter a name for the fieldset and click Create.
  5. Click the toggle for Equipment to the ON icon-toggle-on.png position.
  6. For all other fields, click the toggle to the ON icon-toggle-on.png position to make the field visible in the section.
    OR
    Click the toggle to the OFF icon-toggle-off.png position to hide the field in the section.
  7. Mark the 'Required' checkbox to designate the field as required.
    OR
    Clear the 'Required' checkbox to designate the field as optional.
    Notes:
    • Fields without a checkbox are optional by default and cannot be changed to required.
    • A gray marked checkbox icon-checkbox-marked-grayed-out.png indicates that the field is required by default and cannot be changed to optional.
  8. Click Save.
  9. In the 'Apply changes to [#] project(s)?' window, click Assign Projects to add the fieldset to projects.
    • In the 'Assign Projects' window, mark the checkbox next to each project you want to apply the fieldset to and click Update.
    • In the 'Apply changes to [#] project(s)?' window, click Confirm.
  10. Optional: To set a fieldset as the default for new projects, click the icon-ellipsis-options-menu.png icon at the end of its row on the 'Fieldsets' tab and select Set as New Project Default.

Add Equipment to Company Inspection Templates

After the 'Equipment' field has been added to your fieldsets and assigned to projects, you can add the field to an existing inspection template or create a new template.

Add Equipment to Existing Template 

  1. Navigate to the Company level Inspections tool.
  2. Click Edit next to the template you want to edit.
    Note: It must have the same Inspection Type as the fieldset where the Equipment field was added (for example, Safety).
  3. Under Inspection Items, add sections and items to your inspection as follows related to your equipment:
    • + Add section: Click this button to add a section to your inspection template. 
    • + Add item: Click this button to add an item within the current section.
    • + Quick Add: See What is Inspection Template Item Quick Add?
      Note: You can reorder individual items within a section of your template by dragging your item with the reorder icon-reorder-grip.png icon. To reorder an entire section, click the toggle on icon-toggle-on-android.png icon next to Reorder Sections and drag the sections of your choice. Turn off Reorder Sections to continue creating your template. 
    • + Add References: Click this button to attach files from your computer for additional inspection item details. 
  4. Select a response type for individual items from the Response Type menu.
    OR
    To select the same response type for multiple items, mark the checkboxes next to the individual items or the section header, then click the Edit Response Type button.
  5. To turn on inspection item requirements, tab or scroll over to the Require Observations On or Require Photos On columns.
    Note: If the requirement is not provided by the user, the inspection response will not be saved.  
  6. Click Select a Response.
    • Status: You can select either a 'Conforming' or 'Deficient' status, or you can select both.
    • Responses: You can select either 'Pass', 'Fail', or 'N/A' responses, or you can select a combination of the three. You can also select 'Not Required'. 
    • Click 'X'  to remove any of your response types. 
  7. Click Update.

Create a New Template

  1. Navigate to the Company level Inspections tool.
  2. Click Create.
    Note: You can also Clone an Existing Company Level Inspection Template.
  3. Enter the General Information.
  4. For the Type, choose the Inspection Type that includes the Equipment in the configurable fieldset (for example, Safety).
    Note: The Equipment field does not display in the template but is available when the inspection is created in a project.
  5. Under Inspection Items, add sections and items to your inspection as follows related to your equipment:
    • + Add section: Click this button to add a section to your inspection template. 
    • + Add item: Click this button to add an item within the current section.
    • + Quick Add: See What is Inspection Template Item Quick Add?
      Note: You can reorder individual items within a section of your template by dragging your item with the reorder icon-reorder-grip.png icon. To reorder an entire section, click the toggle on icon-toggle-on-android.png icon next to Reorder Sections and drag the sections of your choice. Turn off Reorder Sections to continue creating your template. 
    • + Add References: Click this button to attach files from your computer for additional inspection item details. 
  6. Select a response type for individual items from the Response Type menu.
    OR
    To select the same response type for multiple items, mark the checkboxes next to the individual items or the section header, then click the Edit Response Type button.
  7. To turn on inspection item requirements, tab or scroll over to the Require Observations On or Require Photos On columns.
    Note: If the requirement is not provided by the user, the inspection response will not be saved.  
  8. Click Select a Response.
    • Status: You can select either a 'Conforming' or 'Deficient' status, or you can select both.
    • Responses: You can select either 'Pass', 'Fail', or 'N/A' responses, or you can select a combination of the three. You can also select 'Not Required'. 
    • Click 'X'  to remove any of your response types. 
  9. Click Create.

Add Equipment to Project Inspection Templates

After the 'Equipment' field has been added to your fieldsets and assigned to projects, you can add the field to an existing inspection template or create a new template.

Add Equipment to Existing Template 

  1. Navigate to the Project level Inspections tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Click the Templates tab.
  4. Click Edit next to the template you want to edit.
    Note: It must have the same Inspection Type as the fieldset where the Equipment field was added (for example, Safety).
  5. Under Inspection Items, add sections and items to your inspection as follows related to your equipment:
    • + Add section: Click this button to add a section to your inspection template. 
    • + Add item: Click this button to add an item within the current section.
    • + Quick Add: See What is Inspection Template Item Quick Add?
      Note: You can reorder individual items within a section of your template by dragging your item with the reorder icon-reorder-grip.png icon. To reorder an entire section, click the toggle on icon-toggle-on-android.png icon next to Reorder Sections and drag the sections of your choice. Turn off Reorder Sections to continue creating your template. 
    • + Add References: Click this button to attach files from your computer for additional inspection item details. 
  6. Select a response type for individual items from the Response Type menu.
    OR
    To select the same response type for multiple items, mark the checkboxes next to the individual items or the section header, then click the Edit Response Type button.
  7. To turn on inspection item requirements, tab or scroll over to the Require Observations On or Require Photos On columns.
    Note: If the requirement is not provided by the user, the inspection response will not be saved.  
  8. Click Select a Response.
    • Status: You can select either a 'Conforming' or 'Deficient' status, or you can select both.
    • Responses: You can select either 'Pass', 'Fail', or 'N/A' responses, or you can select a combination of the three. You can also select 'Not Required'. 
    • Click 'X'  to remove any of your response types. 
  9. Click Update.

Create a New Inspection Template

  1. Navigate to the Project level Inspections tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Click the Templates tab.
  4. Click Create.
  5. Enter the General Information.
  6. For the Type, choose the Inspection Type that includes the Equipment in the configurable fieldset (for example, Safety).
    Note: The Equipment field does not display in the template but is available when the inspection is created in a project.
  7. Under Inspection Items, add sections and items to your inspection as follows related to your equipment:
    • + Add section: Click this button to add a section to your inspection template. 
    • + Add item: Click this button to add an item within the current section.
    • + Quick Add: See What is Inspection Template Item Quick Add?
      Note: You can reorder individual items within a section of your template by dragging your item with the reorder icon-reorder-grip.png icon. To reorder an entire section, click the toggle on icon-toggle-on-android.png icon next to Reorder Sections and drag the sections of your choice. Turn off Reorder Sections to continue creating your template. 
    • + Add References: Click this button to attach files from your computer for additional inspection item details. 
  8. Select a response type for individual items from the Response Type menu.
    OR
    To select the same response type for multiple items, mark the checkboxes next to the individual items or the section header, then click the Edit Response Type button.
  9. To turn on inspection item requirements, tab or scroll over to the Require Observations On or Require Photos On columns.
    Note: If the requirement is not provided by the user, the inspection response will not be saved.  
  10. Click Select a Response.
    • Status: You can select either a 'Conforming' or 'Deficient' status, or you can select both.
    • Responses: You can select either 'Pass', 'Fail', or 'N/A' responses, or you can select a combination of the three. You can also select 'Not Required'. 
    • Click 'X'  to remove any of your response types. 
  11. Click Create.

Configure Settings for Daily Log

Things to Consider

Required User Permissions

STEPS

  • Add to Existing Fieldset
  • Create a New Fieldset

Add Equipment to Existing Fieldset

  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Daily Log.
  3. Under the 'Type' tab, click the toggle for Equipment to the ON position.
  4. Click the 'Fieldsets' tab.
  5. Under 'Equipment Log,' click Edit next to the fieldset you want to modify.
  6. Update field visibility:
    • Click the toggle to the ON position to make the field visible in the section.
    • Click the toggle to the OFF position to hide the field in the section.
  7. Update required fields:
    • Mark the 'Required' checkbox to designate the field as required.
    • Clear the 'Required' checkbox to designate the field as optional.
      Notes:
      • Fields without a checkbox are optional by default and cannot be changed to required.
      • A gray marked checkbox indicates that the field is required by default and cannot be changed to optional.
  8. Optional: Add Custom Fields.
  9. Click Save.
  10. Click Assign Projects to add the fieldset to projects.
  11. Mark the checkbox next to each project you want to apply the fieldset to and click Update.
  12. Click Confirm.
  13. Optional: To set a fieldset as the default for new projects, click the ellipsis icon at the end of its row on the 'Fieldsets' tab and select Set as New Project Default.

Create a New Configurable Fieldset

  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Daily Log.
  3. Under the 'Type' tab, click the toggle for Equipment to the ON position.
  4. Click the 'Fieldsets' tab.
  5. Click Create Fieldset and select Equipment Log.
  6. Enter a name for the fieldset and click Create.
  7. Click the toggle for Equipment to the ON
  8. Update field visibility:
    • Click the toggle to the ON position to make the field visible in the section.
    • Click the toggle to the OFF position to hide the field in the section.
  9. Update required fields:
    • Mark the 'Required' checkbox to designate the field as required.
    • Clear the 'Required' checkbox to designate the field as optional.
      Notes:
      • Fields without a checkbox are optional by default and cannot be changed to required.
      • A gray marked checkbox indicates that the field is required by default and cannot be changed to optional.
  10. Optional: Add Custom Fields.
  11. Click Save.
  12. Click Assign Projects to add the fieldset to projects.
  13. Mark the checkbox next to each project you want to apply the fieldset to and click Update.
  14. Click Confirm.
  15. Optional: To set a fieldset as the default for new projects, click the ellipsis icon at the end of its row on the 'Fieldsets' tab and select Set as New Project Default.

User Guide