Equipment Inventory Overview
Table of Contents
Managing Equipment Types
In the equipment feature setup, admins and teachers can keep a living record of all the equipment owned, managed, and used by their programs.
"Equipment" is generally designed to handle any sort of inventory item not covered in the Instruments, Attire, or Music Library sections of CutTime. In that spirit, it is possible to add your own equipment types in your program settings. These types might include things like Music Stands, Lockers, and/or Electronics. The types are totally customizable, so you can make it fit your program however you need it to!
While Equipment Types are automatically created whenever you import equipment into CutTime, you can also manually add equipment types by navigating to your Program Settings page, scrolling down to Equipment Settings and clicking on "Manage Equipment Types."
On this page, you can see your equipment types and click "Add Type" to add more equipment types.
Adding Equipment
See Equipment Inventory Import Overview for details on how to import equipment data in our spreadsheet template!
- Navigate to your Equipment page, and click "Add Equipment."
- Enter the Equipment Type, selected from your list of Equipment Types in your Program Settings. See the section above for how to manage those types. As needed, add a description to provide more detail about what this equipment item is.
- Enter the Make and Model of the equipment item. These fields are required, and if you don't know these details, enter "Unknown."
- Enter any further information you would like to add to this equipment item's details. You can add storage locations to choose from on the Storage Locations page. See more here - Storage Locations
- Click "Add equipment!"
Navigating your Equipment
Searching for Equipment
On the Equipment page, you will see the equipment items have several options to sort and filter. As you begin typing in one of those filter options, your filters will narrow down what items come up in your search.
To search for an individual equipment item, you can filter for:
- Serial #
- Owner Identifier
- Barcode
- Case ID
- Student Assignment
To search for a group of equipment items, you can filter for:
- Make or Model
- Type
- Purchase Year
- Location
- Condition (this is populated by the last inspection condition)
- Description
- Assignment status
Click on an equipment item to view that item's Equipment Details page.
Equipment has a "notes" area to add extra information, and you can add or edit that information on the Edit Equipment page!
Exporting your Equipment Data
Once you have your filters set, you can click "Export" to download an excel sheet with your filtered equipment data. Use 'Select all fields' option or select the specific fields you want to see in your spreadsheet. Next time you click to Export, it will 'remember' and display your previous field selections.
Repairs, Inspections, and Locations
Repairs
On the Equipment Details page of the item you'd like to add a repair log to, scroll down to the Repairs section and click the "Add repair" button.
Enter the Vendor, Cost, Details, and Started on date. If there is no end date, it will be considered an "Active" repair when saved. When or if that repair is complete, enter the end date and click "Save" so it will be considered a "Completed" repair in CutTime.
Repairs can be fully edited by clicking "edit" next to the repair.
Inspections
On the Equipment Details page of the item you'd like to add an inspection to, scroll down to the Inspections section and click the "Add inspection" button.
Select the applicable condition from the dropdown, add any further comments, and select the "Inspected on" if it is different than the day you are logging this inspection. Click "Add an inspection" to update this item's condition!
Inspection Comments can be edited by clicking "edit" next to the inspections. The inspected by, Condition, nor the inspected date can be edited after logging the inspection.
Locations
On the Equipment Details page of the item you'd like to add or update the location, scroll down to the Locations section and click the "Add new Location" or the "Update Location" button.
You can select a new location for this item from the options in the dropdown menu. See our Storage Locations help document for more information on managing those locations!
Deleting Equipment
In the case of a duplicate or incorrect equipment item entry, you can contact support@gocuttime.com to remove that incorrect data. When applicable, please ensure the appropriate parties are notified of any data changes.
Assigning Equipment
- Navigate to the Equipment page, and search for the equipment you'd like to assign.
- When you click on the equipment, you'll be able to click "Assign equipment."
- Select the student, optionally set a return due by date, and click "Assign Equipment" to assign!
The inventory assignment and the "Return due by" date will show up on the member/guardian dashboard so they can refer to this at any point while it is assigned to them!
Ending an Equipment Assignment
On the Equipment Details page, you can choose to end that assignment by finding the active assignment and clicking "End Assignment."
Additionally, you can end the assignment from the student's Program Membership Details page. On that page, scroll down to the "Equipment assignments" section, and click the "End" button on the right side of the assignment you'd like to end.