📖 How-To Guides

Equipment Tracker Pro
Interactive Guides Hub

Explore our step-by-step guides to learn how our HVAC-focused CMMS helps you track machinery, log repair records, scan barcodes, monitor parts inventory, and ensure EPA 608 compliance. Click through any feature below to view step-by-step visual instructions for the Mobile App or Web Dashboard.

All 11 Guides

Every guide on one page, with the steps it covers. Open any one for the screenshots.

🤖 Gemini AI Scanning Suite (10 Free Scans)

Point your camera at a nameplate, invoice, or unit and let Gemini AI (Google's AI model) extract details automatically. Every user gets 10 free scans.

📱 Mobile App Guide

1. Tap AI Nameplate Scan: On the home screen of Equipment Tracker Pro, find the "AI Nameplate Scan" card under the "LOOKUP & IDENTIFY" section and tap it, then choose Camera or Photo Library to begin.
2. Capture Nameplate Photo: Allow camera access, align the viewport over the data plate, and snap a clear photo. Ensure the nameplate text and stamped lines are well-lit and fill most of the frame.
3. Verify Extracted Specs: Wait a few seconds for Gemini AI to parse the nameplate image and automatically populate model, serial, SEER, BTUs, voltage, and refrigerant specs. Tap SAVE.
4. Select Condition Mode: Open any equipment profile and tap "AI DIAGNOSTICS". Choose "Technician Report" mode (or "Homeowner Check"), then select the photos to analyze.
5. Review Visual Audit: Select the photos to analyze. Check the generated report highlighting unit health rating (Good/Fair/Poor), detected issues list, and priority recommendations. Tap save to add to notes.
6. Scan Service Receipts: Tap "Scan a bill you received" on the app home screen — the sheet it opens is headed SCAN INVOICE — and photograph any receipt or work order. Gemini AI parses the parts, costs, and labor hours to pre-fill a service log entry.

Open the Gemini AI Scanning Suite guide →

📸 Built-in QR & Barcode Scanner (Always Free)

A native live-camera scanner built directly into Equipment Tracker Pro. Scan any barcode or QR code on or near your equipment to find it in seconds.

📱 Mobile App Guide

1. Activate Scanner: From the main dashboard, tap the "Scan QR / Barcode" card under the "LOOKUP & IDENTIFY" section.
2. Scan Tag/Barcode: Hold the device steady over the barcode or QR code. The scanner decodes the barcode instantly and searches your database.
3. Handle Missing Match: If no match is found, a "No Match Found" prompt appears. Choose "Link to Existing" to link the tag to an existing unit, or "Create New" to create a new profile with the code pre-filled.

Open the Built-in QR & Barcode Scanner guide →

⚡ QR Creator & Asset Tags (Text & JSON Free, Link Pro)

Generate professional, print-ready vertical asset tags for any piece of equipment in one tap. Tags are vector-sharp scalable PDFs. Text and JSON tags are free to make; Link mode is Pro, because it publishes a hosted page for the unit.

📱 Mobile App Guide

1. Locate QR Code Button: Open any equipment profile in the mobile app and tap "QR CODE" (captioned "Print a scannable label for this unit.") in the action toolbar.
2. Customize & Export Tag: Choose between "WEB LINK", "TEXT", or "JSON" modes. TEXT and JSON work on a free account; tapping WEB LINK on a free account explains what the paid mode adds instead of just blocking you. Customize sizing from 1"x1" to 4"x6", choose a brand header option (e.g., Company Logo), and tap "SAVE PDF" or "SHARE QR PDF".

Open the QR Creator & Asset Tags guide →

🏢 Equipment & Locations (Always Free)

Organize every appliance and HVAC unit you manage into locations, with complete specifications, unlimited photos, and full service histories.

📱 Mobile App Guide

1. Create Building Profile: Open the mobile dashboard to view your locations list. Tap the blue "ADD NEW LOCATION" button, type the building name and tap "ADD". Then open the new location and tap "Site Info" under LOCATION MANAGEMENT to fill in the address, customer and contact details, and tap SAVE SITE INFO.
2. Add Unit Manually: Open the building details view, tap the prominent "ADD EQUIPMENT TO THIS LOCATION" button, select the equipment category, and fill in specifications fields manually (or tap scan) to add a unit to the location.
3. Re-Assign Service Tools: Navigate to the SERVICE TOOLS list to see all registered service tools. Open a tool, tap the edit pencil icon in the top right, and use the "CURRENTLY AT" autocomplete dropdown to re-assign the tool's site — or "HOME LOCATION" to change the site it permanently belongs to.

Open the Equipment & Locations guide →

🧰 Parts & Inventory (Always Free)

Link replacement parts directly to the equipment they belong to, and track your on-site consumable stock across all buildings.

📱 Mobile App Guide

1. View Parts Catalog: Tap the "Parts, Inventory & Tools" card on the mobile dashboard. Use the category tabs (FILTERS, BELT, REFRIGERANT, SPARES, OUT OF STOCK, TOOLS) to browse registered inventory.
2. Adjust On-Hand Stock: Tap a part card to open its detail sheet and inspect the active stock levels. Tap the quantity stepper (+/-) buttons or enter stock counts manually to adjust active inventory.
3. Link Refrigerant Cylinder: Select the "Refrigerant" tab, tap a cylinder, and input the gross weight. The app dynamically displays a "Fits: [Asset Name]" compatibility badge based on matching refrigerant specifications between the cylinder and your registered equipment.

Open the Parts & Inventory guide →

📝 Service Log (Always Free)

Log every service visit with detailed records — technician names, work orders, before/after photos, timestamps, and costs.

📱 Mobile App Guide

1. Create Service Entry: Open any unit, expand the maintenance section and tap the "Service Log" card, then tap the + button in the SERVICE LOG header. Choose a service category under "SERVICE TYPE" and input the log details.
2. Enter Refrigerant Weights: Expand the "SPARE PARTS" accordion section to select and deduct spare parts from stock. Expand the "REFRIGERANT LOG" accordion, select your active "SOURCE CYLINDER", and input the exact addition weight in separate Lbs / Oz fields.
3. Attach Before/After Photos: Tap the Camera or Gallery icons to capture or upload service photos. Verify that before and after photos are correctly shown in separate rows, and tap "SAVE MAINTENANCE LOG".

Open the Service Log guide →

📊 Pro Reports & PDFs (Pro Feature)

Generate professional reports across your entire equipment portfolio — exported as polished PDFs with your company logo.

📱 Mobile App Guide

1. Navigate to Reports: Tap the "Generate Reports" card on the main dashboard to open the wizard. Scroll through the list of 17 available report types, select a specific template and tap "CONTINUE".
2. Configure Report Filters: Select the target buildings/properties to include in the report. Choose date ranges, filter by status, toggle photo inclusions, and tap "GENERATE REPORT".
3. Export and Share PDF: Review the rendering preview page showing all units, checklists, and aggregated portfolio details. Use the export buttons to copy the markdown report to clipboard, generate a PDF, or download a ZIP of all service photos.

Open the Pro Reports & PDFs guide →

🔁 Cloud Sync & Sharing (Pro Feature)

Your data works offline first. When connected, Smart Sync keeps everything backed up to the cloud and synced across devices.

📱 Mobile App Guide

1. Monitor Sync Status: Open the Settings tab in the mobile app and locate the "Backup & Restore" row. Scroll down in settings to locate the "DATABASE & STORAGE STATS" card to view local SQLite file size (App Data: e.g. 1.2 MB). Tap "Backup & Restore" to access the cloud backup toggle, check status, and run manual sync operations.
2. Initiate Building Transfer: Open the building and tap TRANSFER in the header to hand off ownership (Pro; managers see the button too, but only the workspace owner can complete the transfer). The Transfer QR Code Ownership sheet generates a secure 6-character sharing code.
3. Manage Shared Inbox: Look at the top right of your main dashboard to check for incoming notifications and pending transfers. Go to "Transfer Inbox" > "Transfers" tab to approve or decline incoming property transfers.

Open the Cloud Sync & Sharing guide →

❄️ EPA §608 Leak Calculator (Always Free)

EPA Section 608 leak rate calculations triggered automatically on refrigerant additions for systems containing 15+ lbs.

📱 Mobile App Guide

1. Set Refrigerant Charge Specs: Open the equipment specifications form and set the "REFRIGERANT CHARGE" to 15+ lbs (e.g., 20 lbs) and save.
2. Check EPA Leak Warnings: Log a refrigerant addition. If the calculated leak rate exceeds the EPA threshold, a red warning banner appears. ⚠ EPA §608: Systems ≥15 lbs exceeding comfort cooling (10%), commercial refrigeration (20%), or IPR (30%) leak thresholds must be repaired within 30 days.

Open the EPA §608 Leak Calculator guide →

🟢 Vendor Check-In System (Pro Feature)

Turn any building into a managed entry point. Generate a QR door sign — vendors scan it to log arrival and departure.

📱 Mobile App Guide

1. Generate Door QR Code: In building settings, enter the email addresses under "VENDOR CHECK-IN — NOTIFY EMAILS" to receive log alerts. Tap "GENERATE & PRINT DOOR SIGN" to create the code and print the sign — the button reads "PRINT DOOR SIGN (LETTER)" every time after that — or use "GENERATE & CREATE QR LABEL" for sticker sizes.
2. Guest Check-In Form: Contractors arrive on site and scan the QR code printed on the door sign. The contractor's mobile browser opens the check-in page where they enter details and tap Check In.
3. Check Out & View Visitor Logs: Upon finishing work, the contractor taps "Check Out" on their phone. Managers can view real-time visitor logs on the Web Dashboard visitor page or via email notifications.

Open the Vendor Check-In System guide →

💻 Web Dashboard Overview (Pro Feature)

Access your entire equipment database from any browser at equipment-tracker.com — no app install needed.

💻 Web Dashboard Guide

1. Access Web Dashboard: Log in at equipment-tracker.com on desktop to see a widescreen overview of all buildings, equipment, inventory, and alerts.
2. Open a Building and Work It: Click a building to get its equipment, parts, inventory, service log, work orders, PM schedules and photos in one place. Site Info holds the address, the customer and contact details, the building owner, and the vendor check-in setup with its notify lists.
3. Suites, Tenants and Per-Unit Tags: Open Suites & Tenants to list every unit at the property, including vacant ones, and record who is in each. Create a tenant request tag for a unit and print it as a letter-size door tag or on 4 × 6, 4 × 2 or 2 × 2 label stock. Write the tenant page once for the building, then open a unit to pull that text in and change only what is different for that door.
4. Filter, Dispatch and Report: Filter a building’s equipment down to one unit, or to the machines with no unit set yet. Review incoming tenant requests and guest submissions in the Inbox: a guest submission can be approved straight into the service log or turned into a work order, and a tenant request can be marked handled, deleted, or raised as a work order assigned to somebody on your team. Generate branded PDF reports and QR labels from the same browser.

Open the Web Dashboard Overview guide →