Equipment
Records of tools and stock items with QR codes, warehouses, transfers confirmed by the counterparty, returns and service records.
The Equipment module keeps records of the company's tools, small assets and consumables: where everything is (in a warehouse, on a project, with a person), who has taken what, and what hasn't come back yet. Every item has a QR code, so you can find it on your phone by scanning it.
In the menu, the module is in the Sklady (Warehouses) section:
- Equipment - the list and detail of items,
- Nevrácené nářadí (Unreturned equipment) - for module managers and storekeepers,
- Inventury (Inventories) and Číselník skladů (Warehouse list) - for module managers only.
In the mobile app you'll find the same items under More → Tools & machines.
Who may do what
Access is controlled by the Role for the Equipment module:
| Who | What they may do |
|---|---|
| Čtení (Read) | View equipment. With handover confirmation turned on, they can request the return of equipment they hold. |
| Skladník (Storekeeper) | The person responsible for a warehouse. Issues and receives equipment at their warehouse even with the read level, and sees Nevrácené nářadí. |
| Editace (Edit; module manager) and the administrator | Create, edit and delete equipment, warehouses and inventories, transfer, return and record service. |
Equipment records
Each item has:
- a Název (Name) and Kód (ID pro QR) (Code, ID for the QR code) - the code must be unique within the company and can't be changed after the item is created,
- a Kategorie (Category) from the company's list (see below),
- a Stav (Condition) - Nové, Dobrý stav, Průměrný stav, Poškozené, V servisu, Vyřazeno (new, good condition, average condition, damaged, in service, decommissioned),
- an Umístění (Location) - warehouse, project or person,
- a Sériové číslo (Serial number), Pořizovací cena (Purchase price), Datum nákupu (Purchase date), Záruka do (Warranty until), Popis (Description) and attachments.
Unit and quantity items
Equipment is recorded in two modes, and the mode can't be changed after the item is created:
- Unit item - one specific piece with an inventory number (excavator, drill).
- Množstevní položka (Quantity item) - the count is recorded, not individual pieces (scaffolding, fasteners, consumables). You turn it on by ticking Množstevní položka and add the Počáteční množství (Initial quantity) and Jednotka (Unit) (if you leave it empty, "ks" (pcs) is used).
A quantity item can be in several places at once - for example 300 scaffolding frames split between a warehouse and two projects.
Minimum stock
You can set a Minimální stav (Minimum stock) for each item. When the total count drops below it, a push notification and e-mail are sent to the storekeepers of the warehouses where the item is kept (if it isn't in any warehouse, to the storekeeper of the default warehouse, and if there is none, to the administrators). The notification comes once; the next one only after the stock rises above the minimum and falls below it again. Empty field = not monitored.
Equipment categories
The company manages the categories itself in Nastavení firmy → Nářadí → Kategorie ve skladu (Company settings → Equipment → Warehouse categories) with the Konfigurace kategorií (Category configuration) button. The defaults are Ruční nářadí, Elektrické nářadí, Měřící přístroje, Ochranné pomůcky, Příslušenství and Ostatní (hand tools, power tools, measuring instruments, protective equipment, accessories and other). You can add any category, but you can only delete one that no item uses.
Adding new equipment
- In Sklady → Equipment, click Přidat nářadí (Add equipment).
- Fill in the Název and Kód (ID pro QR), and select the Kategorie and Stav.
- Select the Umístění (warehouse, project or person). Without a selection, the equipment goes to the default warehouse.
- For consumables, tick Množstevní položka and add the initial quantity, the unit and optionally the minimum stock.
- Click Založit (Create) - the QR code is generated automatically.
After that, the location is changed only by a transfer, not by editing the item - otherwise the movements would be missing from the history. In the item edit form, the location is for information only.
Equipment list
The table shows the Název, Kód (Code), Kategorie, Stav, Umístění, Počet (Count) and S/N; an item below the minimum has a Pod minimem (Below minimum) tag. You can filter by Kategorie, Stav and Sklad (Warehouse), with the Mimo sklad (Outside warehouse; what is on projects and with people), U mě (With me) and Pod minimem switches, and by searching.
Click an item to open its detail with the Informace (Information), Převody (Transfers), Servis (Service) and QR kód (QR code) tabs and the Upravit (Edit), Převést (Transfer), Zaznamenat servis (Record service) and Vrátit (Return) buttons (depending on what you are allowed to do).
Warehouses
The module manager creates warehouses in Sklady → Číselník skladů with the Přidat sklad (Add warehouse) button. Each warehouse has:
- a Název skladu (Warehouse name) and Poznámka (Note),
- a Skladník - the responsible person who confirms issues and receives minimum stock notifications. Without a storekeeper, issues are confirmed by the company administrator.
- the Výchozí sklad (Default warehouse) flag - newly created equipment without a specified location goes here. There is always exactly one default warehouse.
The warehouse list shows the number of Položek (Items) and Kusů (Pieces) in stock.
An equipment location can be a warehouse, a project or a person. Projects aren't created as warehouses - the ones already in the system are used (except archived ones). Thanks to this, when a project is finished you can see what is still left on it.
A warehouse that still holds something or where an inventory is in progress can't be deleted - first transfer the equipment elsewhere or close the inventory.
QR codes
There are two kinds of QR codes:
- For a piece of equipment - in the detail on the QR kód tab, downloadable as PNG or SVG. Scanning it on a phone opens the item detail.
- For a warehouse or rack - in the Číselník skladů via the QR icon, downloadable as PNG. Scanning it opens the warehouse on the phone directly with the Vydat (Issue) and Přijmout (Receive) buttons, so there is no need to search the list.
Print the labels and stick them on. There is one scanner in the mobile app, and it recognises by itself what kind of code it is.
Equipment transfers
All equipment movements are transfers, so their history can be traced (the Převody tab in the detail):
- issue from a warehouse to a project or to a person,
- return from a project or from a person to a warehouse,
- move between warehouses, projects or people,
- stock-in of an item that isn't anywhere yet.
- In the equipment detail, click Převést.
- For an item kept in several places, select Odkud (From) (if it's in a single place, it's prefilled).
- In the Převést na (Transfer to) field, choose the target from the Sklady, Stavby (Projects) or Osoby (People) groups.
- For a quantity item, enter the Množství (Quantity) and optionally a Poznámka.
- Click Vytvořit převod (Create transfer).
The app tells you straight away whether the equipment has been transferred or whether the transfer is waiting for confirmation.
Who confirms a transfer
It is always confirmed by the counterparty - the one who didn't request the transfer. Recording the confirmation is proof that the movement really happened, so it makes no sense to ask for it from the person who entered it themselves.
| Situation | Confirmed by |
|---|---|
| The storekeeper issues equipment to an employee | Employee ("I have taken it over") |
| An employee returns equipment to the warehouse | Storekeeper ("I have taken it back") |
| The storekeeper records a return to their own warehouse | Nobody, confirmed immediately |
| The module manager records a receipt into the warehouse | Nobody, confirmed immediately |
| An issue from a warehouse entered by someone else | The storekeeper of the source warehouse |
| Handover between people | The recipient |
| Move between projects | Nobody, confirmed immediately |
Until it is confirmed, a transfer is only a record - the equipment stays where it was. Only the confirmation rewrites the location. That's why an issue or return that didn't physically happen can't arise.
You confirm pending transfers on the Dashboard on the Equipment transfers tab with the Accept equipment and Decline handover icons, or in the mobile app. The company administrator can confirm any transfer so that it doesn't get stuck when the storekeeper is ill, and can also delete a pending transfer in the equipment detail. When a warehouse has no storekeeper, transfers are confirmed by the company administrators.
The company can turn confirmation off in Nastavení firmy → Nářadí (Company settings → Equipment) with the Potvrzování předávky příjemcem (Handover confirmation by the recipient) switch. The equipment is then handed over immediately and the recipient only gets a notice that they have it.
Who may return equipment
It depends on whether the company uses handover confirmation:
- With confirmation turned on, the employee who holds the equipment can also enter a return. It's only a request - until the storekeeper confirms it, the equipment is still recorded as being with the employee.
- With confirmation turned off, every movement takes effect immediately, so a return is recorded only by the person taking the equipment over: the storekeeper or the module manager.
In the detail of equipment you hold, choose Vrátit na sklad (Return to warehouse; the warehouse it was issued from is preselected, otherwise the default warehouse) and click Vrátit. For a quantity item, enter how much you are returning in the Množství (Quantity) field; everything you hold is prefilled, on the web and in the mobile app. The storekeeper or the module manager can also return the whole quantity at once in the Nevrácené nářadí overview.
If a return were recorded without the confirmation of the person taking the equipment over, the records would claim the equipment is in the warehouse without anyone having seen it there.
Unreturned equipment
The Sklady → Nevrácené nářadí overview is a tool for the storekeeper and the module manager. Each tile is one person or project holding equipment outside the warehouse, with the number of days since it was issued. The ones unreturned the longest are at the top; from 30 days the tile turns orange, from 60 days red. You can search by person, project, name or code.
In the Vracet na sklad (Return to warehouse) field, you choose the target warehouse (the manager any warehouse, the storekeeper only their own) and then return items with the Vrátit button next to an item or Vrátit vše (Return all) for the whole tile. A return entered from here is confirmed immediately.
An employee sees what they hold on the Dashboard in the Nářadí u vás (Your equipment) widget.
Service records
The module manager records service in the equipment detail with the Zaznamenat servis button:
- Typ servisu (Service type) - Oprava, Údržba or Kalibrace (repair, maintenance or calibration),
- Provedl (Performed by), Náklady (Costs), Plánováno (Planned), Dokončeno (Completed) and Popis.
The records are in the detail on the Servis tab.
Inventory
An inventory compares the records with reality: it is created on the web, carried out walking around with a phone, and closed with a PDF protocol. Details in Inventories.
Mobile app
In the mobile app (More → Tools & machines) you can:
- browse the equipment list, including locations and counts,
- scan the QR code of a piece to see its detail instantly,
- scan the QR code of a warehouse and directly issue and receive items,
- transfer equipment to another employee, project or warehouse,
- confirm or decline incoming transfers,
- as the module manager, add equipment, issue and receive equipment at warehouses in the Warehouses item and carry out an inventory with scanning,
- as the storekeeper or manager, return items in the Unreturned tools overview.
Print a QR code and stick it on every piece of equipment. Employees then scan the code with their phone, immediately see where the equipment is recorded, and can start a transfer.