Scheduling Equipment to Projects

Scheduling Equipment to Projects

Equipment scheduling helps you track where your tools, vehicles, and machinery are being used. By scheduling equipment to projects, you can prevent double-booking and ensure the right tools are available when needed.

Creating an Equipment Schedule

From the Schedule Equipment Button

1. Navigate to Scheduling in the left sidebar
2. Click the Schedule Equipment button (outlined button in the header)
3. Complete the equipment scheduling form
4. Click Save

Equipment Schedule Form Fields

Required Fields

Optional Fields

Usage Types Explained

Assigning an Operator

When scheduling equipment, you can optionally assign an operator:

1. In the Equipment Schedule form, find the Assigned Operator field
2. Select an employee from the dropdown
3. This links the equipment usage to a specific person

Note: Assigning an operator is optional. Some equipment may not need a dedicated operator.

Viewing Equipment Schedules

On the Calendar (Week View)

1. Equipment schedules appear in the same calendar as employee schedules
2. Equipment is identified by a tools icon next to the resource name
3. Click on an equipment schedule to view details

In the Equipment List View

1. Change the View dropdown to Equipment
2. See all equipment schedules in a sortable table
3. Columns include: Equipment, Project, Operator, Start, End, Hours, Status

Editing an Equipment Schedule

1. Click on the equipment schedule card on the calendar
2. Click the Edit button in the details popup
3. Make your changes
4. Click Save

Preventing Double-Booking

The scheduling system helps you avoid scheduling the same equipment to multiple projects at the same time:

1. When viewing the calendar, look for equipment that already has schedules
2. If you see existing bookings, schedule around them
3. The system displays all schedules so you can visually identify conflicts

Tip: Use the Month View to see equipment availability across a longer period.

Example: Scheduling a Crane for a Week

Scenario: You need to reserve Crane #1 for the Highway Bridge project from Monday through Friday.

Steps:

1. Go to Scheduling and click Schedule Equipment
2. Fill out the form:
   • Equipment: "Crane #1 - 50 Ton"
   • Project: "Highway Bridge Repair"
   • Start Date: Monday, Dec 23 at 6:00 AM
   • End Date: Friday, Dec 27 at 6:00 PM
   • Assigned Operator: "Carlos Martinez"
   • Usage Type: "On-Site"
   • Scheduled Hours: 60
   • Status: "Scheduled"
   • Notes: "Crane must be inspected before transport"
3. Click Save
4. View the Week View calendar to confirm the schedule appears

Best Practices

Reserve Early

• Schedule equipment as far in advance as possible
• Popular equipment books up quickly

Include Delivery Time

• Add buffer time for equipment delivery and pickup
• A crane might need an extra day to be set up

Assign Operators When Required

• For specialized equipment, always assign a qualified operator
• This helps with accountability and billing

Use Notes for Special Instructions

• Note fuel requirements
• Include inspection or certification notes
• Add delivery/pickup addresses if different from project site

Troubleshooting

"Equipment isn't showing in the dropdown"

• Ensure equipment is added in Equipment module
• Check that the equipment status is "Active"

"I need to see equipment availability quickly"

• Switch to Equipment list view to see all assignments
• Use date filters to check specific time periods

Related Articles

• Resource Scheduling Overview
• Scheduling Employees to Projects
• Managing Resource Availability
• Equipment Management