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A clear Customer, Site and Equipment structure helps keep your records organised and ensures engineers, office staff and reports all reference the correct information.
The system follows this hierarchy:
A Customer is the company you carry out work for.
A Site is a physical location belonging to that customer.
Equipment represents the individual assets installed at that Site.
For example:
Customer: ABC Manufacturing Ltd
Sites:
Birmingham Factory
Leeds Distribution Centre
Glasgow Office
Equipment (Birmingham Factory):
Toyota Forklift FLT-001
Hako Floor Scrubber FS-002
Compressor CP-015
Following this structure keeps equipment records organised, allows service history to remain with the correct asset and makes it easier to schedule work at the correct location.
1. Create a Customer
Begin by creating the Customer record via the Records menu.
Click Add.
The Customer should represent the organisation you provide services for rather than an individual location.
Complete the key customer information, including:
Address 1
Account Number: This is the Customer name
Post Code
Primary email address: This is necessary for the Communication Centre to operate properly.
Add your primary contact in the Contacts section.
Click Save.
Additional settings can be configured later if required, but these details are sufficient to begin creating Sites and Equipment.
2. Create Sites
Once the Customer has been created, the first site is automatically created.
Note: A Site is the physical location where work is carried out.
Head to the Site Details tab.
Add will create additional sites.
Edit lets you add further details to the current site.
Each Site should contain the address where work is carried out.
If a customer operates from a single location, the Customer and Site address may be the same.
For customers with multiple locations, record the correct address against each Site to ensure engineers are sent to the correct location. Use clear, meaningful Site names that users can recognise immediately.
For example, if a customer operates from three locations, create three separate Site records.
Customer
ABC Manufacturing Ltd
Sites
Birmingham Factory
Leeds Distribution Centre
Glasgow Office
Avoid generic names such as:
Site 1
Main Site
Customer Site
Avoid combining multiple locations into a single Site unless they genuinely operate as one location.
Site Prompts
Use Site Prompts to display important information whenever work is carried out at that location.
Examples include:
Gate or alarm codes.
Health and Safety requirements.
Security instructions
Keep prompts concise and include only information that engineers or office staff need before arriving on site.
Site Contacts
Similar to creating a customer, you can add site specific contacts. This allows engineers and office staff to quickly identify the correct contact without searching through the Customer record.
For example:
Customer: The Customer.
Site: Birmingham Factory.
Site Contact: Lenny Harold – Warehouse Manager.
3. Create Equipment
Create Equipment records against the appropriate Site.
Head to Equipment and Equipment Records.
Click Add Equipment.
Avoid creating equipment directly against the Customer where possible, as this makes equipment harder to organise and report on.
Every asset should belong to the Site where it is installed.
For example:
Customer: The Customer
Site: Birmingham Factory
Equipment
Toyota Forklift FLT-001
Hako Floor Scrubber FS-002
Atlas Copco Compressor CP-015
Populate the key information needed to identify each asset.
Where available, record:
Equipment ID & Description
Model
Serial number
Equipment Prompts: Equipment Prompts allow you to record information specific to an individual asset such as, Isolation procedures or known faults.
Unlike Site Prompts, Equipment Prompts apply only to that individual piece of equipment.
Site ID
Status: Choose or create a generic status such as "In Working Order".
Note: Not all fields need to be completed immediately. Record the information needed to identify the equipment and update additional details as they become available.
Recap
Following a consistent Customer > Site > Equipment structure improves system management.
Create one Customer record for each organisation.
Create a separate Site for every physical location.
Use clear, meaningful Site names.
Record Site-specific addresses and contacts where appropriate.
Use Site Prompts for location-specific information.
Create Equipment beneath the correct Site.
Complete the key equipment details needed to identify each asset.
Use Equipment Prompts for asset-specific information.
Glossary
Term | Link | Description |
Customer |
| The organisation or company you provide services for. A Customer can have one or more Sites. |
Site |
| A physical location where work is carried out or where equipment is installed. Each Site belongs to a Customer. |
Equipment Record |
| The record that stores information about an individual asset, including its description, model, serial number, service history and related documents. |
Site Contact |
| A contact associated with a specific Site, such as a site manager or facilities contact, who can be contacted when work is carried out at that location. |
Site Prompt |
| A message displayed when working with a Site, used to highlight important information such as access instructions, parking or health and safety requirements. |
Equipment Prompt |
| A message displayed for an individual piece of equipment, used to record important asset-specific information such as servicing instructions or known issues. |
Manufacturer |
| The company that produced the equipment. This is recorded as part of the Equipment record. |
Model |
| The model or product type of the equipment, used to help identify and group similar assets. |
Serial Number |
| The manufacturer's unique identifier for an individual piece of equipment. Used to distinguish one asset from another. |