Equipment and vehicles

Equipment is your company's gear register: everything from harnesses to power tools, who holds it, and when it's next due for inspection. Vehicles are a separate, simpler fleet register. Everyone can add their own gear and ask for more; the office issues gear, records inspections and manages the fleet.

Before you start

Your plan needs Field registers turned on. What you see under Equipment depends on your role: everyone gets a tab for their own gear (labelled My equipment, or Mine if you also see the whole register) and Issued to me; the owner, admins, dispatchers, office and site supervisors also get Register, the whole company's gear.

Add gear to your kit

1. Open Equipment and select Add item.
2. Choose the item's Type. If none is listed, ask the office to add one under Settings → Equipment first.
3. Enter what you know: brand, model, serial or batch number, and the dates it was manufactured and put into service.
4. Choose whether it's Company or Personal gear.
5. Add a photo of the item and, if it has one, a photo of its label or serial number.
6. Select Add item.

Your own gear appears under that tab. You can flag it damaged or remove it from your kit at any time; the office handles everything else about it.

• Flag damaged puts the item into quarantine straight away. Don't use it again until the office clears it.
• Remove from my kit takes it off your list without deleting anything: choose whether it's lost, damaged, worn out, returned to the office, or sold or personal, and add a note.

Issuing and returning gear to service

The owner, admins, dispatchers and office issue gear and decide when quarantined or retired gear goes back into use:

• Issue gear, from the Equipment page, hands an item to someone by name. Issue to on an item's own page does the same thing; if it already has a holder, the button reads Reassign.
• Return to service brings quarantined gear back, once it's been checked and is safe. It isn't offered while an inspection is still owed (see below).
• Retire and Reinstate take gear out of, and back into, the active register.

Quarantine takes gear belonging to someone else out of use, with a reason. Site supervisors can do this too, alongside the owner, admins, dispatchers and office.

The owner, admins, dispatchers, office and site supervisors can also check gear out to someone and back in, separately from who holds it: useful for a shared tool that lives in the store between jobs.

Inspections and automatic quarantine

Gear can carry an inspection interval and a lifespan, set on its type or overridden on the item itself. The office (any business role) can record any kind of inspection; a site supervisor can record a pre-use or interim check on gear that isn't theirs, but not a detailed inspection or certification.

Only a detailed inspection or a certification moves the due dates forward, and only when it passes. A pre-use or interim check is recorded but never moves a date. A failed inspection quarantines the gear immediately.

If a gear type is set to Quarantine automatically when overdue, ONYX1 takes overdue gear out of use itself overnight, for a missed inspection or a passed retire-by date. Gear quarantined this way needs a passing detailed inspection or certification, recorded after the quarantine, before it can go back into service. Gear past its retire-by date can't go back into service at all: it needs replacing.

Reminders about gear due for inspection or nearing its retire-by date go out to the holder and to the office as they fall due, and again once they're overdue.

Ask for gear

Anyone can ask the office for gear they need:

1. Select Request gear and choose the type, why you need it, and how urgent it is. If it replaces something in your own kit, pick that item too.
2. The owner (and admins, if the owner has switched that on) approves or declines the request. Once approved, the office marks it ordered and ready for pick up as it moves along, then issues it to you.
3. Track your requests under Equipment → Requests, or find them alongside other approvals in Approvals.

Filter the register

Above the whole-company register, filter by Holder (including Unassigned, for company gear nobody currently holds), Type, Status and Due, and by Ownership. Select Filter to apply them, or Clear to see everything again. The tiles above the table always count everything you can see, whatever the filters show.

Reports

The owner, admins, dispatchers and office select Reports on the Equipment page to open six reports: Issued per person, Spend, Due in the next 30 days, Overdue or expired, Quarantined, and Company-owned and unassigned. Site supervisors, techs and contractors can't open reports, though site supervisors still see and manage the register itself. Spend, which totals what gear cost by person, item type and month, needs the same access to cost figures as the rest of ONYX1, so it's offered to the same people who can open reports at all.

Download the register or a report

The owner and admins can Download CSV and Download PDF of the filtered register or any report; nobody else sees these buttons. A small file downloads straight away; a large one is built in the background and appears under Settings → Exports. A PDF is limited to 2,000 rows: past that, download the CSV instead.

Vehicles

The vehicle fleet is a simpler register: name, plate, WOF, registration, service and insurance dates, and who's driving. The owner, admins, dispatchers, office and site supervisors manage it under Vehicles; a driver sees their own assigned vehicle. Assigning a driver puts a vehicle in use; Return clears the driver and makes it available again. Compliance dates that have passed show in red. For standalone vehicle inspections, see Checks.

Settings: item types and who approves requests

Under Settings → Equipment, the owner and admins set up the item types crews choose from when adding gear, including each type's inspection interval, lifespan, reminder lead time and whether it quarantines automatically. The same page has a switch for whether admins, as well as the owner, may approve gear requests.

If something goes wrong

• There are no item types yet. An owner or admin adds them in Settings, under Equipment. Gear can't be added or requested until at least one type exists.
• This gear was quarantined automatically. Record a passing detailed or certification inspection to return it to service. A plain Return to service isn't offered until that inspection is on file.
• This gear is past its retire-by date and cannot go back into service. Replace it instead.