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Knowing where every piece of equipment is at any given moment is the foundation of an accountable field operation. InventoryHQ gives you a live view of your entire equipment inventory — who has each item, how long they’ve had it, and where it’s been. When something doesn’t add up, you have the tools to investigate and take action.

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Viewing All Equipment and Current Assignments

Your equipment list is the central hub for tracking every asset in your account.
1

Navigate to Equipment

Select Equipment from the main navigation. The equipment list loads with all items in your account, showing their current status at a glance.
2

Read the status indicators

Each item displays one of the following statuses:
  • Available — the item is checked in and ready to be assigned
  • Checked Out — the item is currently assigned to a person, vehicle, or job
  • Overdue — the item was assigned with a due date that has passed without a check-in
  • Flagged — the item has been marked as missing or unaccounted for
3

Filter and search your equipment

Use the search bar to find a specific item by name or serial number. Use the filter panel to narrow results by:
  • Status (Available, Checked Out, Overdue, Flagged)
  • Category (Drone, Tablet, Ladder, Tool, etc.)
  • Assigned to (a specific person, vehicle, or job)
  • Location
4

Click any item for full details

Select an item’s name to open its detail page. Here you see the current assignment, all historical assignments, and any notes attached to the record.

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Auditing Equipment

Running a periodic audit helps you confirm that every item on your list matches reality on the ground. InventoryHQ gives you the data you need to run a meaningful audit without chasing down your crew.
1

Export the current equipment list

From the Equipment page, click Export to download a CSV of all equipment and their current assignments. Use this as your audit worksheet.
2

Filter for Checked Out and Overdue items

Apply the Checked Out and Overdue filters to see every item that isn’t currently sitting in your warehouse. This is your audit target list.
3

Review assignment durations

On the filtered list, check the Assigned Since column. Items that have been checked out longer than expected — especially without a job attached — are worth following up on.
4

Verify with your team

Cross-reference the list with your crew leads or job site supervisors. Confirm that each person or vehicle listed actually has the item assigned to them.
5

Update records as needed

If an item was returned informally without being checked in, check it back in now to keep your records accurate. If an item can’t be located, flag it as missing (see below).
Schedule a brief monthly equipment audit — even 15 minutes reviewing your Overdue and Checked Out lists prevents small discrepancies from becoming expensive losses.

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Flagging Missing or Unaccounted Equipment

When equipment can’t be located, flagging it creates a visible alert in your account and starts a paper trail.
1

Open the equipment record

Go to Equipment, find the item you can’t locate, and click its name to open the detail page.
2

Click Flag as Missing

Select Flag as Missing from the action menu. A dialog box will appear asking for details.
3

Add context

Describe what you know — when the item was last seen, who last had it, and any steps already taken to locate it. This context is saved to the record and visible to all managers.
4

Save the flag

Click Confirm. The item’s status changes to Flagged and it appears highlighted in your equipment list so no one accidentally overlooks it.
Flagging an item does not automatically notify the currently assigned team member. Reach out to them directly to investigate — the assignment record gives you their name so you know exactly who to contact.

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Using Equipment History for Accountability

Every assignment — past and present — is stored permanently on each equipment record. This history is one of InventoryHQ’s most powerful accountability tools. When you open an equipment item’s detail page and scroll to the Assignment History section, you see a complete log that includes:
  • The date and time each assignment started
  • Who or what the item was assigned to (person, vehicle, or job)
  • The date and time the item was checked back in
  • Any notes added at check-in or check-out
  • Who performed the assignment or check-in action
This record is read-only and cannot be edited or deleted, which means it holds up as an objective account of where equipment has been and who was responsible for it.
Equipment history is especially valuable during disputes, insurance claims, or performance reviews. Because every action is timestamped and tied to a specific user, there’s no ambiguity about who had what and when.