Basics of Equipment Logs

Equipment Logs Module – Comprehensive User Documentation

Section: Basics of Equipment Logs

Purpose

Use the Equipment Logs module to document when and where equipment is used, record operating hours, track maintenance activity, and note fuel/fluid inspections. This helps you:

• Maintain accurate equipment cost tracking.
• Monitor operator usage.
• Keep maintenance records up to date.
• Ensure compliance with company policies and insurance schedules.
  Important Note on Job Costing:
  Equipment Logs are not used for recording equipment cost. In Contractor Foreman, equipment cost must be recorded through the Daily Log, where equipment usage hours are entered and multiplied by the hourly rate from the Cost Items Database. This ensures costs flow correctly into project job costing reports.

Background

In Contractor Foreman, Equipment Logs support field-to-office communication by allowing operators and project managers to report usage, servicing, and wear-and-tear conditions in real time. These logs integrate with your Cost Items Database to update equipment lifetime use, value, and maintenance records.

However, Equipment Logs do not calculate or assign costs to projects.
For accurate job costing:

 

1. Set the equipment’s hourly rate in the Cost Items Database.

2. Record usage hours in the Daily Log (not the Equipment Log).

3. The system multiplies the rate by hours logged to assign costs to the project.

Quick Tips

• Required fields are marked with an asterisk (*)
• Click the blue Submit button to save entries.
• Click the green pencil icon to edit a log.
• Deleting logs requires Admin Rights or explicit permission.
• Click the Action button (bottom right) to delete a record.

BEFORE YOU BEGIN: Set Up Equipment

Before creating any logs, you must first define equipment in the Cost Items Database under the Equipment category. Here’s how:

Refer to the “Cost Items Database” documentation for step-by-step instructions on setting up new equipment records.

Once equipment is added there, it becomes available for logging use, maintenance, and fuel records.

For cost tracking, make sure to set the equipment’s rate in hours. This rate will be used in the Daily Log for cost calculations

How to Create a New Equipment Log

Step-by-Step Instructions

Step 1: Navigation Path

Menu > Equipment Logs > Create a New Log

1. From the Main Menu, select Equipment Logs.

2. Click the blue “Create a New Log” button on the left.

Step 2: Enter Required Information

Fill in the following fields in the New Log Form:

Field	Description
Log Date	The date of equipment use or maintenance entry.
Equipment (*):	Select the equipment from dropdown (search by name or ID).
Location (*):	Choose the current location from the system list.
Employee/Operator (*):	Select the operator using the equipment.
Beginning / Ending Hours	Enter start and end hour-meter values (if applicable).
Total Hours	Automatically calculated based on entered values.
Fuel (Gal) Added	Record any fuel added during the operation.
Water Inspected	Checkbox to indicate water level was checked.
Lube Inspected	Checkbox to indicate lubrication was checked.
Last Oil Change	Input the date or note of the last oil change performed.
Last Tire Rotation	Record the last tire rotation date or note.
Needs Repair or Maintenance?	Mark this field if any issue needs attention.
Add an Attachment	Upload files, photos, or documents relevant to this log. (On phones/tablets, use the camera button to snap and upload on the spot).

Step 3: Finalize and Save

Once all fields are complete:

• Review your entries.
• Click the blue Submit button at the bottom to save.

📎 Attachments, notes, and images are saved with the log and also recorded in the equipment’s maintenance history.

Equipment Log Details Page

Once a new log is created, you’re redirected to its Details Page, which includes several key sections:

1. Equipment Readings

• Enter Starting and Ending Hours if not already filled.
• Total Hours is calculated automatically.
• Modify the Cost Code if necessary (for job costing reports).
• Note: While Equipment Logs can record usage hours, these hours do not drive job costing. For project cost reporting, usage must also be entered in the Daily Log.

2. Maintenance Section

This is where operators can log:

Field	Use
Fuel Usage	Input gallons used (if not entered earlier).
Fluid Checks	Mark boxes for water and lube inspections.
Service Reminders	Add notes or flags for future maintenance.
Needs Maintenance	Flag the log if repairs or attention are required.

3. Custom Fields & Notes

• Configure additional custom fields from the Settings > Custom Fields menu.
• Use the Notes tab to document any visible issues, wear and tear, or safety concerns. Attach photos where necessary.

4. Attachments Tab

Upload additional:

• Images
• Service receipts
• Inspection forms
• Manufacturer manuals

Attachments remain tied to the log and are also visible in the equipment’s history in the Cost Items Database.

Monitoring & Reporting: Equipment Dashboard

Navigate to the Equipment Logs module to access the Dashboard, which displays key stats:

Dashboard Widget	Description
Hours by Operators	Ranks operators by total logged usage hours.
Most Used Equipment	Displays which equipment was used most frequently.
Recently Used Equipment	Quick view of the latest logged equipment.
Recent Maintenance Requests	See which units need service.
Upcoming Policy Renewals	Stay ahead on insurance or registration deadlines.

Use the Search Bar and Filters at the top to quickly narrow results.

You can click any row in the dashboard table to open and edit the associated equipment log directly.

Sharing & Exporting Logs

You can export and share equipment logs via:

1. Clicking the three-dot icon at the top right.
2. Selecting View/Email PDF.
3. Choose a PDF template, then enter recipient details.
4. Attach any relevant files and click Send.

Where Logs Are Stored

All Equipment Logs are linked to the equipment record in the Cost Items Database. From there, you can view:

• Lifetime total hours
• Fuel history
• Maintenance records
• Related documents

This centralized log allows your team to maintain accurate financial tracking and plan for future repairs or replacements.

Summary Workflow

Menu > Equipment Logs > Create New Log > Enter Use & Maintenance Details > Submit > View/Edit via Dashboard or Equipment Record

Adding Equipment for Use in Equipment Logs

Purpose

Before logging equipment usage or maintenance, you must first add the equipment to the Cost Items Database. This ensures that each log entry is linked to a recognized and trackable asset within your system.

Background

The Cost Items Database (CIDB) is where all material, labor, equipment, and subcontractor items are stored. For Equipment Logs to work correctly, the equipment must exist in this database.

Adding equipment allows you to:

• Log and track usage hours
• Set and monitor oil change/maintenance cycles
• Assign equipment to operators and projects
• Maintain a centralized history of each equipment item

Adding equipment allows you to:

• Log and track usage hours

• Set and monitor oil change/maintenance cycles

• Assign equipment to operators and projects

• Maintain a centralized history of each equipment item

 

Important: Defining equipment in the Cost Items Database and setting an hourly rate ensures that when usage is entered in the Daily Log, costs will be correctly applied to project job costing.

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