Add plant and equipment

List the vehicles and machines you book to jobs, so the calendar shows when each is busy.

NeedsRole: Admin or User admin

Overview

Equipment is anything you book to a job alongside your team, such as a digger, a trailer or a van. Each item gets its own row on the Scheduler calendar, so you book it the same way you book a team member. Each item is also linked to a Xero product, which is what Smartworks charges when you log the hours it was used.

The Equipment screen in Settings, with the Name box and Select Product button above a table of existing equipment

Step by step: add equipment

Click Settings in the header.
Click Plant/Equipment under Users.
Enter a Name for the item, such as “5 tonne digger”.
Click Select Product.
Click the product to charge for this item’s time.
Click Add.

Smartworks shows Successfully created equipment! and adds the item to the table below.

The Select Product dialog, listing products by Product Code, Description and Sell Price, with a product search box — Select Product lists your Xero products. Search by code or description to find the one to charge.

How equipment is used

On the calendar. Equipment appears under its own Equipment heading, apart from Users. You drag a job onto an equipment row to book it, exactly as you would for a team member.
On the Mobile app. A team member’s job shows the equipment booked to it under Equipment, and a tool icon marks the booking in My Jobs.
On the job. Logging time for equipment adds its product to the job, with the hours as the quantity. On Timesheets, click Add Entry and choose Equipment rather than Time. From an equipment booking on the calendar, right-click it and click Add Time Entry.

Good to know

Names

A name needs at least three characters, and each item needs a different name.

Changing an item

Edit the name or click the product in the table, then click Save on that row.

Removing an item

Delete is greyed out while the item is booked to a job. Hovering over it shows This item is currently assigned to a job.