Equipment scheduling & planning
Equipment scheduling, from request to checkout
Book a specific asset or ask for a quantity from a category. Review the request, pick the available equipment and keep substitutions, shortages and the resulting handover connected. In MapTrack, equipment bookings are called Requests.
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See the real Requests workflow
With approval enabled, a request goes to Pending for the selected approver. Without it, a submitted request goes straight to Scheduled.
MapTrack app · Demonstration data · Captured
Follow one request
An equipment request records future demand. It names the person or location, the requested period and the assets or category quantities needed.
MapTrack app · Demonstration data · Captured
See what a request records
Stores can choose a replacement, compare it with the original and save a substitution reason and optional note.
MapTrack app · Demonstration data · Captured
See a substitution
Complete & assign opens the handover for the fulfilled assets. Check the location, recipient where used, due-back date and required accessory quantities.
MapTrack app · Demonstration data · Captured
See the handover step
Read the live availability checks when picking and creating the assignment. An overdue service or an active task may produce an advisory warning.
MapTrack app · Demonstration data · Captured
Check readiness first
MapTrack flags overdue maintenance, testing or calibration as a conflict at check-out.
MapTrack app · Demonstration data · Captured
See service planning
What does an equipment request record?
An equipment request records future demand. It names the person or location, the requested period and the assets or category quantities needed. Fulfilment records the equipment stores actually picks. Completing the handover creates the linked assignment, so the requested list and the issued list remain traceable.
A specific asset
Request a particular machine, instrument or tool by name. If it changes, retain the replacement and reason through the substitution flow.
A category quantity
Ask for two items from Survey & Testing, for example. Stores fills each slot with an eligible asset from that category or its subcategories.
Requests on a phone
Requests and their status on a phone, with the scan button at hand.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 430 x 932 phone viewport in a demonstration workspace and shown in a phone frame.
Follow one request through the handover
Equipment requests, from asked to fulfilled
Requests move from pending to scheduled to fulfilling, and each one shows who it is for, the dates and the site.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 1440 x 900 desktop viewport at 2x in a demonstration workspace, right of the sidebar.
1. Request what the job needs
Set the destination, needed-from date and needed-until date. Add specific assets, category quantities or a mix of both. Save a draft while the requirement is still being worked out.
2. Approve when your account requires it
Use the approval workflow when a supervisor needs to review demand before stores acts. The approver can approve with a note or reject with a reason. Teams without this requirement can use the Scheduled route.
3. Pick the equipment you will actually issue
Fulfil with the item picker or supported scan workflow. For category demand, each picked asset fills one unit. If a named asset changes, save the replacement and its reason on the request.
4. Create the connected checkout
Complete & assign opens the handover for the fulfilled assets. Check the location, recipient where used, due-back date and required accessory quantities. An incomplete assignment is not a completed handover.
5. Reconcile shortages and returns
Keep any unfulfilled request quantity visible and decide whether it needs a follow-on request. At return, reconcile the assets and accessories against what actually went out, then check the saved assignment record.
A shortage should stay visible
See what was picked and what is still outstanding
The request is for an angle grinder, drill DR-01 and one survey instrument, with Sarah Turner as recipient at Officer Road Widening and James Ward as approver. DR-01 was already out with another crew member, so stores sent DR-02 and recorded why. Two of three items are fulfilled and the survey instrument is still outstanding.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration workspace with request approval switched on. The request was created, approved and part-fulfilled; the assignment has not been completed yet.
The demonstration above asked for an angle grinder, drill DR-01 and any one survey instrument. DR-01 was already out with another crew member, so stores fulfilled that line with DR-02 and recorded why. That leaves two items fulfilled and the survey instrument outstanding. The substitution reason and note stay beside the replacement.
This capture shows the request in Fulfilling after approval. It does not show a completed assignment. Approval depends on the account setting; the handover still needs to be completed and checked.
Use the equipment checkout workflow to record custody, and asset handover and returns to reconcile what comes back.
Check readiness before issuing equipment
A request can express demand even when equipment has a conflict. Read the live availability checks when picking and creating the assignment. An overdue service or an active task may produce an advisory warning; a damaged or written-off asset is a different condition. An authorised warning acknowledgement is retained with the assignment.
Keep service planning and completed service history alongside the handover decision. Requests, checkout and returns need a connection.
Equipment scheduling questions
Test a real request with your stores team
Bring one equipment list, one destination and your approval requirements. Walk through the request, substitution, checkout and return before rolling it out.