Equipment

GreenVee manages physical owned equipment — machinery, vehicles, tools, and any other capital asset — through two records: an Equipment Unit (the category) and an Equipment record (the physical item itself).

Equipment Unit

An Equipment Unit is a category in the equipment hierarchy. Like Good Types for materials, Equipment Units are recursive — a Unit can have a parent Unit and child Units, allowing you to build as deep a tree as you need.

Examples of an Equipment Unit hierarchy:

Vehicles
  ├── Light Vehicles
  │     ├── Cars
  │     └── Vans
  └── Heavy Vehicles
        ├── Trucks
        └── Cranes
Tools
  ├── Power Tools
  └── Hand Tools

Equipment Units carry a small amount of their own data for display and organisation:

Field	What it means
Name	The category label
Color	A colour used to visually distinguish this category on cards and lists
Description	Optional free-text description of the category
Assignee	Optional employee associated with this category as a whole (distinct from the Responsible Employee on an individual Equipment record)
Parent	Optional parent category, enabling the hierarchy

Beyond this, Equipment Units are used purely for organisation and filtering.

Equipment

An Equipment record represents one specific physical piece of equipment — one machine, one vehicle, one tool.

Field	What it means
Title	A descriptive name for the piece of equipment (e.g. “Crawler Crane #3”)
Serial Number	The manufacturer’s or company’s unique identifier for this item
Description	Optional free-text description of the equipment
Image	Optional photo of the equipment
Active	Whether this equipment is currently in service
Active Since	The date this equipment was put into service
Active Until	The date this equipment was retired or is scheduled to be retired
Hourly Rate	The cost rate used when this equipment is booked to a project (used for cost tracking)
Currency	Currency the Hourly Rate is quoted in
Base Unit / Amount	Optional unit and quantity for equipment that is itself measured in bulk (e.g. a set of scaffolding parts)
Intraday Site Lock	When on (the default), this equipment can only be booked to one site per day. Turn off for roving equipment that moves between sites within the same day.
Tags	Free-text labels for filtering and reporting
Equipment Unit	The category this equipment belongs to
Responsible Employee	The employee accountable for this equipment (maintenance, availability, safety checks)

For Finance

The Hourly Rate is multiplied by booked hours when calculating equipment costs on a project. Keep this value current to ensure accurate cost tracking. See Time and Calendar for how bookings and usage are recorded.

For Engineers

Use Active Since and Active Until to record the service life of equipment. Equipment with an Active Until date in the past can be filtered out of booking screens, preventing accidental bookings of retired assets.

Note

The Responsible Employee is the person accountable for the equipment’s condition and availability — not necessarily the person using it day-to-day. Bookings can assign equipment to any project or task regardless of who the responsible person is.

Bookings and usage

Scheduling equipment on a project — booking it for a time window, recording actual hours used, and attributing those hours to a Task — is handled in the Time and Calendar section.

See Equipment Bookings and Usage for how to book equipment, review schedules, and log actual hours.

Quick reference

Need to…	Use
Organise equipment into categories	Equipment Unit
Add a new machine, vehicle, or tool	Equipment record
Track which project equipment is assigned to	Equipment Booking (Time and Calendar)
Record actual hours a piece of equipment was used	Equipment Usage (Time and Calendar)
Check who is responsible for an asset	Responsible Employee field on Equipment