Equipment History That Stays With the Unit
Free in the app. Cloud backup, the web dashboard, reports and live QR pages are Pro; customer logins are the Team plan.
Equipment history is the record of what has been done to one machine: every repair, inspection and preventive maintenance visit, who did it, which parts went in, and the photos from before and after. In the app it lives on the unit itself, under its Service Log, so the answer to “when was this last serviced and what was done” is on the machine’s own page instead of in someone’s head, a glovebox or a binder. Equipment Tracker Pro keeps that record for every furnace, rooftop unit and appliance you add, on your phone, with no signal needed.
What goes into a unit’s history
A service log: the date, the type of service (Preventive Maintenance, Repair, Inspection, Installation, Emergency, Fire Damper Test or Other), the technician, the vendor and a description of what was done. Photos go on it as BEFORE and AFTER pictures under SERVICE PHOTOS. A refrigerant log can sit inside the same entry for the visits where gas was added. To see it, open the unit, tap the MAINTENANCE group, then Service Log; on the web dashboard it is the Service Log tab on the unit’s page.
Planned and unplanned work write into it for you. Completing a PM schedule writes a service log on that unit and moves the next due date forward in the same step. Completing a work order writes one too, so a job finished from the work order list shows up in the unit’s history without being typed a second time. The history is the one place those three kinds of work end up.
The parts stay attached to the visit
Under PARTS USED, SELECT INSTALLED PARTS OR INVENTORY lists the unit’s installed parts and the location’s stock. Tap + for each part used. An installed part picked this way has its Last Replaced date set to the service date, so the parts list and the history agree, and the log names which filter or belt went in. With Deduct from stock ticked, the part also comes off the shelf count; untick it for something you bought for the job.
When the person who knew the unit moves on
A lot of repair history only exists in one technician’s memory: that the compressor was changed two summers ago, that the last filter order was the odd size. A record on the unit survives them leaving, going on holiday or simply not picking up the phone. On a team, what one person logs reaches the cloud once Cloud Backup is on (it is on for team members, and part of Pro for a single user), and from there the rest of the crew’s phones and the web dashboard. The next technician opens the unit and reads what the last one wrote.
Anyone allowed to change records can edit or delete a log, so a typo can be fixed. Logs written by a maintenance plan visit are read-only. A viewer on the team can read the history but not write to it.
In a basement with no signal
A log is saved on the phone first and sent to the cloud when a connection comes back, so you can write up the visit while you are still standing in the mechanical room. Nothing about writing or reading a unit’s history needs a signal. The part that does need one is the AI: scanning a nameplate to start a new unit, or scanning a bill to add it to a unit’s history.
One scan from the unit’s history
A unit’s QR code is made from its QR CODE tile; it is not created automatically. A live code (Pro) opens a public page for that unit on any phone, with no app and no account. You choose the sections it shows, from specifications, installed parts, spares on hand and notes to the PM schedule and the service log. A live code is a plain web address, not a secret, so share only what you are happy for anyone holding the sticker to see. Manuals are not shown.
What a customer can see
If you look after buildings for other people, a customer login (Team plan) lets them see the history of their own equipment without calling you. The owner chooses what each customer sees with six switches, and Service history is one of them. It needs Equipment switched on, and the customer only ever sees the locations the owner ticks. Everything is read-only, and they never see your parts, prices or staff.
Getting the history out as a report
A single log has no PDF button of its own. For a document, Reports (Pro) has the Maintenance Summary on the phone, called Service Log on the web, and PM History, which can show the last few completed PMs per unit or every PM between two dates, with who did each one. Both can be limited to a date range and to the locations and units you pick.
If a unit is deleted
Deleting a unit or a location moves its history to Archive; it is not wiped. REMOVE PERMANENTLY in Archive is offered only to the owner or a manager, and a removal made with no signal is kept and sent when the signal returns.
Frequently asked questions
Is equipment history free?
Yes. Adding units, writing service logs, the history on each unit and the maintenance calendar are free in the app, with no limit on locations or units. Cloud backup and sync, the web dashboard, reports and live QR pages are Pro, and customer logins are on the Team plan.
Does it work without a signal?
Yes. A service log is saved on the phone first and sent to the cloud when there is a connection again. The AI scans are the part that needs a signal.
What happens to the history if a technician leaves?
It stays on the unit. The history belongs to the equipment record in your workspace, not to a person’s phone, so whoever opens the unit next reads what was done. On a team, logs reach the cloud and the rest of the crew once Cloud Backup is on, which it is for team members.
Does completing a PM or a work order add to the history?
Yes. Completing a PM schedule writes a service log on the unit and moves its next due date forward. Completing a work order writes one too, so the job appears in the unit’s history without being entered twice.
Can I get the history as a PDF?
Yes, through Reports (Pro): the Maintenance Summary on the phone, called Service Log on the web, and PM History. A single service log has no PDF button of its own.
Can a customer see a unit’s history?
Yes, on the Team plan. The owner gives the customer a login, ticks the locations they can see and switches on Service history. They can read it and change nothing.
What happens to a unit’s history if I delete the unit?
It moves to Archive rather than disappearing. Only an owner or a manager can use REMOVE PERMANENTLY there.
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