Adding a New Piece of Equipment
Before you can assign equipment, you need to add it to your InventoryHQ account. You only need to do this once per item.1
Open the Equipment section
From the main navigation, select Equipment. This opens your full equipment list, including all items currently checked out and all available items.
2
Click Add Equipment
Select Add Equipment in the top-right corner of the page to open the new equipment form.
3
Fill in the equipment details
Enter the following information for the item:
- Name — a clear, descriptive label (e.g., “DJI Mavic 3T Thermal Drone”)
- Category — select from the dropdown (e.g., Drone, Ladder, Tablet, Tool, Vehicle)
- Serial number or asset tag — recommended for high-value items
- Notes — any relevant details such as purchase date, condition, or special handling instructions
4
Save the equipment record
Click Save. The item now appears in your equipment list with a status of Available.
Assigning Equipment to a Team Member
1
Find the item in your equipment list
Navigate to Equipment and locate the item you want to assign. Use the search bar or filter by category to find it quickly.
2
Open the equipment record
Click the item’s name to open its detail page.
3
Click Assign
Select Assign to open the assignment panel.
4
Choose Person as the assignment type
Select Person from the assignment type options, then choose the team member from the dropdown list. All active users in your account appear here.
5
Set an optional due date
If the equipment should be returned by a specific date, enter a Due Date. InventoryHQ will flag the item as overdue if it hasn’t been checked back in by then.
6
Confirm the assignment
Click Assign. The equipment status updates to Checked Out and the team member’s name appears on the record. They will see this item listed under their assigned equipment when they log in.
Assigning Equipment to a Vehicle
Assigning equipment to a vehicle is useful when a service truck carries a consistent set of tools or gear that multiple crew members may use.1
Open the equipment record
Go to Equipment, locate the item, and click its name to open the detail page.
2
Click Assign and select Vehicle
Select Assign, then choose Vehicle as the assignment type. Pick the vehicle from the dropdown. All vehicles added to your account appear here.
3
Confirm the assignment
Click Assign. The equipment is now associated with that vehicle and visible in the vehicle’s own equipment list.
Assigning Equipment to a Job
When a piece of equipment is deployed to a specific job site, assigning it to a job lets you track its usage in context with that project.1
Open the equipment record
Navigate to Equipment, find the item, and click its name.
2
Click Assign and select Job
Select Assign, then choose Job as the assignment type. Search for or select the job from the list.
3
Confirm the assignment
Click Assign. The equipment now appears on both the equipment record and the job record, giving you visibility from both directions.
Checking Equipment Back In
When a team member returns equipment or a job is complete, check the item back in to mark it as available.1
Open the equipment record
Go to Equipment and click the item’s name to open its detail page. The current assignment shows at the top of the record.
2
Click Check In
Select Check In. A confirmation prompt will appear.
3
Add a return note (optional)
Enter any notes about the item’s condition at return — especially useful for high-value equipment like drones or tablets.
4
Confirm the check-in
Click Confirm. The equipment status returns to Available and the completed assignment is saved to the item’s history.
Checking equipment back in never deletes the assignment record. You can always view the full assignment history on any equipment item. See Tracking Assets for details on reviewing history and running audits.