Make the asset record work for the team
An equipment record connects a physical asset to its location, documentation, maintenance tasks and repair history. Start with a small group of representative assets instead of importing every spreadsheet column unchanged.
Agree on a stable identifier and naming convention. Two similar pumps need distinct identities, while a renamed room should not erase the history of the equipment inside it. Test how the software handles asset hierarchies, moves and replacement.
What to inspect in an equipment demo
- Find the asset by name, location and a QR or barcode label.
- Open manuals and recent work without several unrelated screens.
- See parent equipment and replaceable components.
- Record a meter reading and attach an inspection observation.
- Connect consumed parts and labour to the right work order.
- Export the asset register and a sample of linked history.
Parts inventory is more than a quantity field
If spare parts are part of the problem, test the full movement: receive a part, store it, reserve it, use it on a job and correct a mistaken entry. Ask whether multiple stores, minimum stock levels and purchasing require a different plan.
Bring a realistic example, including one part shared by several machines. Check units of measure and who can alter stock. A feature named inventory management does not establish that it fits your purchasing and stores process.
Plan for import and exit
Clean duplicate identifiers and inconsistent location names before importing. Ask who maps fields, checks errors and approves the result. Try a small import with deliberately imperfect data so the error handling is visible.
Before contracting, obtain a representative export. Confirm whether attachments, work-order relationships and timestamps travel with the records and whether additional fees or permissions apply. A report export and a complete migration export may be different.