Equipment Items

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An equipment item represents a physical piece of laboratory equipment that is managed and tracked within LabHQ.

An equipment item might include instruments, tools, or devices used in laboratory workflows.

Administrators and users with the Equipment Items: Manage permission can view and configure equipment items within LabHQ.

Contents

Viewing Equipment Items

Creating Equipment Items

Updating Equipment Items

Decommissioning Equipment Items

Configuring Maintenance Events

Removing Maintenance Events

Viewing Equipment Items

To view a table of existing equipment items, navigate to the equipment items screen by selecting Equipment > Equipment Items from the main menu.

This table shows the equipment item’s reference number, name, make, model, serial number and supplier.

Creating Equipment Items

To create a new equipment item:

1. Navigate to the equipment items screen by selecting Equipment > Equipment Items from the main menu.
2. Select the [ Create Equipment Item ] button.
3. In the Name field, enter a name for the equipment item. The name can be a maximum of 100 characters. If the name has already been used by another equipment item, then an error will be shown under the field.
4. Optionally enter any other fields.
5. After filling out the form, click the [ Create ] button to save the new equipment item.

Updating Equipment Items

To update an existing equipment item:

1. Navigate to the equipment items screen by selecting Equipment > Equipment Items from the main menu.
2. Select the name of the equipment item in the list of equipment items to enter the edit screen.
3. Make any changes to the equipment item’s fields.
4. Once changes have been made, the [ Save ] button will activate for saving. A reason for change may be required if the Reason for Change setting is enabled.

📒 You can update the equipment item’s name, provided it is not already in use by another equipment item.

Decommissioning Equipment Items

Decommissioning equipment items enables you to maintain an accurate, up-to-date inventory of active equipment items, and preserves the history of decommissioned items for traceability and compliance.

To decommission an equipment item:

1. Navigate to the Equipment Items screen by selecting Equipment > Equipment Items from the main menu.
2. Click on the three dot menu icon to the right of the equipment item you wish to decommission and then select [ Decommission ].
   1. Alternatively, you can decommission the equipment item from the Edit Equipment Item screen. Select the three dot menu icon button in the top right and then select [ Decommission ].

3. Enter a reason for change where prompted (if applicable).
4. Once complete, the equipment item will be tagged as Decommissioned .

Decommissioned equipment items are removed from the default equipment items list on the View Equipment Items screen. You can view decommissioned equipment items by selecting the Show decommissioned checkbox.

Maintenance events configured for decommissioned equipment items will be hidden from the maintenance calendar.

Configuring Maintenance Events

Maintenance events can be configured for an equipment item.

To configure a maintenance event, create or edit an equipment item and then navigate to the Maintenance tab.

You can edit an existing maintenance event or select the [ Add Maintenance Event ] button to add a new maintenance event to the equipment item.

📒 Updating an existing maintenance event will not remove any currently in progress or approved events. The event details will update accordingly but the status and date will remain fixed. Only deleting a maintenance event will remove it from the maintenance calendar.

A maintenance event includes the following fields:

• Maintenance Type (either Service or Calibration)
• Name of the event
• Date of first event
• Frequency of the event in days (between 1 and 1100)

📒 You can configure up to 25 maintenance events per equipment item.

Removing Maintenance Events

To keep your maintenance events accurate and up to date, you can remove them when they are no longer needed.

To remove a maintenance event:

1. Navigate to the Maintenance tab on the equipment item edit screen.
2. Locate the maintenance event you want to remove.
3. Click the [ x ] button in the top-right corner of the event.

4. If the maintenance event has been previously saved, you will be prompted to confirm removal.
5. Click the [ Save ] button to save changes.

The maintenance event will no longer exist on the equipment item.

All events associated with the removed maintenance event will be removed from the maintenance calendar.