Manage equipment, warranties, and manuals

Before you start

Equipment records are available on Solo, Pro, and Business. Open Properties, choose the home, and select its Equipment tab. Work online when creating records or uploading documents. Offline inspection support does not mean equipment editing and document access are available offline.

Create a record the next operator can identify

1. Choose Add equipment. Give the unit a distinct name such as “Guest wing air handler,” rather than “HVAC.”
2. Choose the equipment category and enter its location. Use enough detail to distinguish it from other units in the home.
3. Enter the make, model, and serial number from the label. Add purchase and installation dates if known; leave unknown optional details blank rather than guessing.
4. Enter the warranty provider, contact information, and expiration date where available.
5. Add equipment-specific emergency instructions supplied or approved by the appropriate qualified person. Save the record.

Attach photos, manuals, and warranty evidence

Open the saved equipment record to upload a photo, manual, or warranty document. Choose the appropriate document kind. A photo of the identification label helps an operator verify the model; a separate installation or warranty document preserves the original source.

• Wait for upload completion before leaving the page. Reopen the saved attachment to confirm that the correct file was attached.
• Use a descriptive filename. A manual for a similarly named but different unit can be worse than having no manual.
• Keep unrelated contracts, payment details, and unnecessary personal information out of equipment attachments.
• Treat warranty status as a recordkeeping aid. A future expiration date is not confirmation that a particular repair is covered.

Connect equipment to service work

Use the equipment record's task actions to create a one-off task or recurring task. Link issues and proposals to the appropriate unit so the record can show the related work. The history consists of those linked records; it is not a manufacturer service feed or an automatically imported history.

Routine maintenance belongs in operator tasks and recurring tasks. A task schedules the follow-through; it does not grant permission to spend money. If you need an owner decision, use the work proposal guide. New proposals require Pro or Business.

Replace or archive equipment safely

Create a new record for a replacement unit instead of overwriting the old model and serial number. Archive the retired unit from its detail view. Archived equipment leaves active pickers, but linked issues, tasks, proposals, and history remain. Use the archived-record toggle when you need to look it up.

If a record or attachment fails to load, use its retry action while connected. Do not create a duplicate just because the first request is slow. For home-wide contacts and shutoff information, use property emergency records rather than copying the same instructions onto every piece of equipment.