Equipment Window

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Equipment Window

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The name of the item of equipment. This is how the name will appear throughout the program, such as in the Calendar,



This is the Equipment Type to which the item belongs. Note - the relevant type must be set up prior to adding the item of equipment.



This is the current status of the equipment.




Tip - Changing the status of the equipment will give the option of notifying any users with future bookings including the item of the change. This will allow them to modify their booking accordingly.




If the Item is not operational, it will be indicated in the Calendar, unless it is set to Decommissioned, in which case it will not appear in any for the public areas.




Attribute Settings

These are the settings for this item for any Attributes set up for the equipment type.


Check / Calibration Dates

The Last/ Next Check and Last/ Next Calibration fields are the check/ calibration dates for the item to be used as necessary. If you have set up Reminder Notifications, InstruManager will use the dates here to determine when to send the notifications. The check and calibration dates are also shown on the Equipment Pane to inform users when booking.



You can set up a downtime period for each item, to allow for downloading, recharging, etc. The downtime period is indicated on the timeline, but it's still your choice whether you observe it.





This is the current value of the equipment. The value of all equipment can be included when Printing Equipment Itinerary, which may be useful for insurance purposes, for example. The Currency used is a global Database Setting.


Return Variables

The Return Variables list allows you to specify a start value for any Return Variables used by the Equipment Type.


Tip - You can review the Return Variable values for an item by double-clicking on the name in the Return Variables list. Once the Return Values window opens, you can also copy these values to the clipboard for further analysis if necessary. The return variable values are also included in the Item Reports.





You can either clip or load an image to use for the equipment item, which will be shown on the Equipment Pane, as well as on reports.


Clicking 'Load Image' will open a browser to select the image from a location on your computer. Clicking the 'Clip Image' button will turn the screen pale, and allow you to drag the mouse over the image open on the desktop. For example, if you have any image of the item open in an internet browser it can be clipped using this method straight into the equipment item.




Scan Code

Assigning a Scan Code to an item allows you to identify it using a barcode scanner. Clicking the 'Scan Code' button will allow you to scan a barcode using your scanner.




Clicking Type Code will allow you to enter the code using your keyboard.




Note - Personalized sequential barcodes and barcode scanners can be purchased through



Relevant links for the equipment item (for example, links to the User Guide) can be set up for users to click in the Equipment Pane.


Clicking 'Add' will create a link. Double-clicking a link in the list will allow you to edit an existing link. Clicking the 'X' to the right of a link in the list will remove it from the equipment item.




Item Record

The Item Record will show you all auto-generated log entries for the item of equipment, such as when changes were made to it, when it was checked out or in, or any issues that were raised by users. You can open the full log entry by double-clicking on it. You can also manually enter a log entry by clicking the Add Entry button. All log entries can be copied to the clipboard by clicking the To Clipboard button, after which they can be pasted into Excel for further analysis, for example.





The filter will allow you to filter the types of entries shown in the item record.




Issued to User

The Issued to User check box allows you to specify whether the item of equipment is in the general pool for booking, or issued to a specific user. If issued to a user, the drop down box underneath will allow you to select which user the item is assigned to. It can then be viewed in the user's My Equipment area accessed from the Top Bar.


Location / User

The Location / User drop down menu allows you to select either the check-in location of the item, or the user to which the item of equipment has been assigned.


Check-Out Message

The check out message allows you to display a message to users at the time when they check out the equipment. By setting up a Check-Out Message, users get pertinent information at the right time (such as "Remember to make sure a memory card is inserted into the meter").




Print Item Report

Item Reports are automatically generated reports giving you all the available information for an item, such as type, status, check and calibration dates, value, attributes and location. They also include graphs of any return variables, and tables of any faults that were registered within the selected time period.


Clicking the Print Report button will open the Print Item Report window. From here, you can select the time period you want any date-related fields to cover (for example, the number of faults, the number of bookings, the number of uses, the usage time etc.), and choose to preview, print, or save as PDF.


Tip - the Start and End Cutoff times will automatically be set to cover the previous year ending at the current time.