> ## Documentation Index
> Fetch the complete documentation index at: https://docs.inventory-hq.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Assign Equipment to Jobs, People & Vehicles | InventoryHQ

> Add equipment to InventoryHQ and assign it to a team member, vehicle, or job in minutes. Keep every asset accountable from check-out to check-in.

Assigning equipment in InventoryHQ creates a clear chain of custody from the moment a team member picks something up to the moment they return it. Every assignment is logged automatically, so you have a timestamped record of who had each item and for how long — no spreadsheets or guesswork required.

## 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.

<Steps>
  <Step title="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.
  </Step>

  <Step title="Click Add Equipment">
    Select **Add Equipment** in the top-right corner of the page to open the new equipment form.
  </Step>

  <Step title="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
  </Step>

  <Step title="Save the equipment record">
    Click **Save**. The item now appears in your equipment list with a status of **Available**.
  </Step>
</Steps>

## Assigning Equipment to a Team Member

<Steps>
  <Step title="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.
  </Step>

  <Step title="Open the equipment record">
    Click the item's name to open its detail page.
  </Step>

  <Step title="Click Assign">
    Select **Assign** to open the assignment panel.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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.

<Steps>
  <Step title="Open the equipment record">
    Go to **Equipment**, locate the item, and click its name to open the detail page.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Confirm the assignment">
    Click **Assign**. The equipment is now associated with that vehicle and visible in the vehicle's own equipment list.
  </Step>
</Steps>

<Tip>
  Assign commonly shared tools — like generators or compressors — to a vehicle rather than an individual. That way, accountability stays with the truck even when different crew members use it on different days.
</Tip>

## 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.

<Steps>
  <Step title="Open the equipment record">
    Navigate to **Equipment**, find the item, and click its name.
  </Step>

  <Step title="Click Assign and select Job">
    Select **Assign**, then choose **Job** as the assignment type. Search for or select the job from the list.
  </Step>

  <Step title="Confirm the assignment">
    Click **Assign**. The equipment now appears on both the equipment record and the job record, giving you visibility from both directions.
  </Step>
</Steps>

## 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.

<Steps>
  <Step title="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.
  </Step>

  <Step title="Click Check In">
    Select **Check In**. A confirmation prompt will appear.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Confirm the check-in">
    Click **Confirm**. The equipment status returns to **Available** and the completed assignment is saved to the item's history.
  </Step>
</Steps>

<Note>
  Checking equipment back in never deletes the assignment record. You can always view the full assignment history on any equipment item. See [Tracking Assets](/equipment/tracking-assets) for details on reviewing history and running audits.
</Note>