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Overview

Equipment is an inventory of the physical items in your space: furniture, screens, chargers, keys, fobs and anything else you want to keep track of. Each item can be tied to a location, a resource or a floor plan unit, and lent to a customer for a period of time, so you always know where things are and who has them. Equipment isn’t sold: customers are never charged for items you assign to them.

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How to access

Go to Inventory → Desks and Offices → Equipment. Equipment list

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Key concepts

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Add equipment

  1. Select Add equipment.
  2. Under Equipment details, enter the Name, Notes, a unique SKU, its Value and, optionally, an Image.
  3. Under Assign to, choose where the item lives:
    • Available at location, then the Location.
    • Available for a specific resource, then the Resource, for items such as the screen in a meeting room.
    • Available for a specific floor plan unit, then the Unit, for items such as the desk and chair in a private office.
  4. Save.

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Add many identical items

To add, say, 100 identical chairs, create one item first, then copy it:
  1. Tick the item in the equipment list.
  2. Select Bulk actions above the list, then Create in bulk.
  3. Enter how many copies to create and confirm.
Copies are numbered from the original’s SKU: copies of DSK-1 become DSK-2, DSK-3 and so on.

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Assign equipment to a resource

Assign an item to a resource when it belongs to a bookable space rather than to a customer, such as the screen or speakerphone in a meeting room.
  1. Open the item, or select Add equipment to create one.
  2. Under Assign to, select Available for a specific resource.
  3. Choose the Resource and save.
To see everything assigned to a resource, go to Inventory → Resources, open the resource and go to its Equipment tab. You can also add items from that tab. See Resources.

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Assign equipment to a floor plan unit

Assign an item to a floor plan unit when it stays with a specific desk or office, such as the desk, chair and pedestal in a private office. Whoever books or rents that unit then uses the items in it.
  1. Open the item, or select Add equipment to create one.
  2. Under Assign to, select Available for a specific floor plan unit.
  3. Choose the Unit and save.
To see everything assigned to a unit, go to Inventory → Floor Plans, open the floor plan, open the unit and go to its Equipment tab. See Floor Plans. In the equipment list, the Resource / Floor Plan Unit column shows where each item is assigned.

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Assign equipment to a customer

  1. Open the item and go to its assignments.
  2. Select Assign equipment.
  3. Choose the Customer and add Notes if needed.
  4. Set Assigned from and Assigned until.
  5. Save.
The item then appears on the customer’s CRM → Equipment tab.
Assigning an item to a floor plan unit doesn’t assign it to the customer whose contract includes that unit. For a furnished office, assign the furniture to the unit and to the customer.
When a customer returns an item, set Assigned until to the return date so it’s free for the next customer.

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Cover damage with a deposit

Customers aren’t charged for equipment, but you can protect yourself against damage or loss with a refundable deposit. For example, if the furniture in each office is worth £2,000, add a refundable deposit of £2,000 to your furnished office plan, then refund all or part of it at the end of the contract depending on the condition of the furniture. See Deposits.

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List equipment in documents

Document templates can list the equipment assigned to a customer, for example in a check-in inventory for a new office. Use the Assets merge block rather than single merge fields: the block lists every item assigned to the customer, while a merge field only shows one. Useful columns include the item’s name, SKU, value, notes, and the Assigned From and Assigned To dates. See Documents.

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Export equipment

To download your equipment list, for example for an audit or for insurance purposes:
  1. Go to Inventory → Desks and Offices → Equipment.
  2. Optionally, search or apply Filters to narrow the list.
  3. Select the ⋯ (More actions) button next to Bulk actions, then Export records.
The export includes every item that matches your current search and filters, not only the page you’re viewing, and downloads as a spreadsheet. From the same menu, select Import records from CSV to add many different items at once.

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Delete equipment

Delete an item when it’s no longer part of your inventory, for example because it’s been sold, thrown away or lost.
  1. Tick the items you want to delete in the equipment list.
  2. Select Bulk actions, then Delete.
  3. Confirm.
Deleting equipment is permanent and can’t be undone. If you want to keep a record of the items, export the list first.
When a customer returns an item, don’t delete it. Set Assigned until on their assignment instead, so the item stays in your inventory and is free for the next customer.