How to add a new category and record in equipment module? (v5.4 and below) - LabCollector

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How to add a new category and record in equipment module? (v5.4 and below)

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The equipment module allows you to add all the information regarding any equipment in your lab.
You can even upload files related to the equipment, serial number, maintenance, alerts for maintenance, etc.

 For v6.0 check this KB.
To add a record in the equipment module you need to follow the below process:-
1. Adding equipment category
2. Adding equipment records


1. Adding equipment category

Before entering the equipment details you need to set up categories for the equipment. This is useful as labs can contain several types of equipment belonging to the same category. For example,  you can have a Centrifuge category and in that, there can be tabletop centrifuge, fixed angle, verticle tube, etc. Hence, defining categories becomes important to place an instrument in respective categories. 

Some setup features described in this post are only available to super-admin and admin-level users

  • To start, a super-administrator or administrator has to define Equipment categories. Under ADMIN > Preferences > Equipment categories, create the appropriate equipment category.
  • Name your category in the box to the right of the  and save.
  • You can update existing categories, don’t forget to do Update & Save.
  • Only categories that are not used can be deleted using the bin icon  .
  • If an equipment category is being used, it cannot be removed.
  • When an equipment category is in use, it is indicated with the locked symbol.

You can also add an equipment category in the Equipment module itself by using the “Add category” option. (More explanation below.)

2. Adding equipment records

You can add all the relevant information about the equipment in an equipment module by adding the new record.
You can also import equipment list if you already have one by going to Admin–>Data–>Import.

To do so you need to go to LabCollector & click on Equipment module.

Click on option. You will see the below page.

1. You can add the project code that you want for which the equipment will be used. you can add project codes by going to Tools–>manage project codes.

2.  You can add the name of the equipment that you want. If later on, you want to edit the name of the equipment you can click on icon and edit the name of the equipment. You can also add comments for the equipment if you require it. In comments, you can add the handling tips or link to book the equipment. You can add a new custom field (and KB-create custom field 5.2v) to add a link where you can book the equipment.

3.  You can add the category to the equipment which you created in section 1 above. If the category you want does not exist in the dropdown you can click on and create a new category and save it for your equipment. this new category will now be visible in your category drop-down list.

4.  You can information regarding the seller, brand, serial number, inventory reference number, and the date of purchase of the equipment.

5.  Here you can add the warranty if you have the warranty for the equipment. You can also add the expiry date when the warranty is over. This will create an alert for equipment warranty in the Alerts tab–> Equipment warranty ending in LabCollector. 
– Check our KB check more about the equipment warranty alert (Section C).
– If the warranty for the equipment is ended then you will see in front of the warranty option.

6.  Here you can add the warranty if you have the warranty for the equipment. You can also add the expiry date when the warranty is over. This will create an alert for equipment contract in the Alerts tab–> Equipment contract ending in LabCollector. 
Check our KB check more about the equipment Contract alert (Section B).
– If the warranty for the equipment is ended then you will see in front of the contract option.


– You can also add a contract reference number if you have one.

7.  Here you can general maintenance interval, meaning the time period between two intervals. It is in months, but you can add it in days by adding the numbers in decimal like 0.1 or 0.14, etc.

8.  Here you can add the location of your equipment in your lab or institute and also the person in charge of the equipment.

9.  You can add any relevant documents to the equipment by creating a new custom field (and KB-create custom field 5.2v) where you can upload files. Go to Admin–>Data–>Custom fields–>Equipment–>Maintenance tab

Once you are done adding all the details you can click on save to update the record in your equipment module.

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