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Help Center › Admin screens, field by field › Equipment item and maintenance forms
Equipment item and maintenance forms
Add equipment, set its meter and maintenance tasks, log a service, update readings and set reminders.
On this page
Contractor Hub → Equipment → Add equipment, or Edit on a machine. Reminder settings are in the Reminder settings arrow at the bottom of the page.
Pick the type and the usual maintenance is filled in for you (oil, blades, grease, filters, belts, tires, registration and so on), each “every N hours/miles and/or every N days”. Whichever comes first makes a task due. Everything is editable.
Before you start
- Text reminders need text messaging set up; otherwise only Email is selectable.
Fields
Add equipment / Edit
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Type (type) |
Chooses the machine type and fills in its usual maintenance, meter kind and name. Required. | Pick one. When editing, you are asked before the maintenance list is replaced. Choices: Zero-turn mower (commercial); Walk-behind mower; String trimmer; Backpack / handheld blower; Hedge trimmer; Chainsaw; Edger; Core aerator; Dethatcher / power rake; Sod cutter; Skid steer / compact track loader; Mini excavator; Stump grinder; Snow blower; Generator; Truck / van; Trailer; Dump trailer; Snow plow; Sprayer / spreader; Other. | |
Name (name) |
Your name for it. | e.g. Mower #2, White F-250. | Type name |
Make (data.make) |
e.g. Scag. | ||
Model (data.model) |
e.g. Turf Tiger II. | ||
Year (data.year) |
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Serial / VIN (data.serial) |
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Plate (data.plate) |
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Bought (data.purchased) |
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Meter (meter_unit) |
What the reading counts. | Pick one. Choices: Engine hours; Miles; No meter (by date only). | Engine hours |
Current reading (meter) |
Hours or miles right now. | ||
Your own fields: Field / Value (data.fields[]) |
Custom facts such as Fleet #, Warranty ends. + Add your own field adds a row. | ||
Notes (data.notes) |
|||
Maintenance task: on tick, Task name (tasks[].on, name) |
Untick to switch a task off. | ||
Every (hours or miles) and/or days (tasks[].meter, days) |
Whichever comes first makes it due. The meter box is hidden for “No meter”. | e.g. 100 hours or 365 days. | From the type |
last done (date) and at hours/miles (tasks[].last_date, last_meter) |
Set if you know it so the first reminder is right. | ||
| + Add a task / Remove task | |||
| Add equipment / Save / Delete | Delete has an Undo bar. |
On each machine card
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
New reading (value) |
Updates the hour meter or odometer in one tap. A lower reading than before asks you to confirm. | ||
| Update | |||
| Done (task) / Log a service (several tasks) | Opens the service-done dialog. |
Service done dialog
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
What was done (tasks) |
Tick every task you did. | ||
Date (date) |
Today | ||
Odometer / Hour meter (meter) |
Reading when done. | Current reading | |
Cost ($) (cost) |
Cost of the service. | 0.00 | |
Done by (by) |
Optional. | ||
Notes (note) |
Parts, oil used. | ||
| Save | Logs it and schedules the next one. |
Reminder settings
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Remind me about maintenance (remind) |
Turns reminders on (one message a day at most, in working hours). | On | |
Send by (channel) |
Email, Text or Both. | Pick one. Choices: Email; Text; Both. | |
Warn me when this close (%) (soon) |
How close to due counts as “soon”, e.g. 10% = a 100-hour oil change shows soon at 90 hours. | 10 | |
Ask for new readings after (days) (meter_nudge) |
Checked on Mondays; 0 = never ask. | 14 | |
| Save reminder settings |
Steps
- Press Add equipment.
- Choose the Type; check the Name.
- Enter make, model, year, serial, plate and Bought if you want.
- Choose the Meter and enter the Current reading.
- Review the Maintenance tasks; set last done where you know it.
- Press Add equipment.
- Later update readings on the card and press Done after a service.
- Open Reminder settings and press Save reminder settings.
If something goes wrong
- “Choose the type of equipment.” The Type is required.
- “Type the reading.” The New reading box was empty.
- Reminder emails depend on your email setup; texts need text messaging.