An Equipment Asset is a piece of equipment, tool, machine, or vehicle owned by the business. Equipment Assets are assigned to Service Appointments so that technicians have the right tools on site.
Key characteristics
Note: An Equipment Asset also needs to be assigned to a Territory and optionally a Crew before it can be used in an Appointment.
Step 1. Go to Field Service → Settings → Asset Manufacturers → click Add Asset Manufacturer
Step 2. Fill in the form:
Step 3. Click Save.
Step 1. Go to Field Service → Settings → Categories → click Add Category
Step 2. Fill in the form:
Step 3. Click Save.
Step 1. Go to Field Service → Settings → Models → click Add Model
Step 2. Fill in the form:
Step 3. Click Save.
Status Labels define whether an Equipment Asset is available for use in Appointments.
Step 1. Go to Field Service → Settings → Status Labels → click Add Status Label
Step 2. Fill in the form:
Step 3. Click Save.
Recommendation: When creating an Equipment Asset you intend to use in Appointments, assign it a Status Label with type Deployable.
Step 1. Go to Field Service → Equipment Assets → click Add Equipment Asset
Step 2. In the General Information tab, fill in the form:
Step 3. Switch to the Serial Number tab and add one or more serial numbers.
Note: Each serial number represents one unique physical unit of the equipment. Click + to add more rows
Step 4. Click Save.
Assigning a Territory to an Equipment Asset defines which area the asset operates in and during what period it is available there.
An Equipment Asset will only appear as an option when creating an Appointment if:
Step 1. Go to the Equipment Asset Detail page
Step 2. Select the Territories tab → click Assign Territory
Step 3. Fill in the form:
Step 4. Click Save.
⚠️ Time periods must not overlap — even across different Territories. If you see the warning "Equipment present in other/same territory with overlapping time", it means the asset has already been assigned to the same or another Territory with a time period that conflicts. Adjust the Start Date or End Date to remove the overlap.
Tip: You can assign an Equipment Asset to multiple Territories, as long as the active periods across all of them do not overlap with each other.
Assigning a Crew to an Equipment Asset designates the team primarily responsible for using it, and restricts the asset's visibility to Appointments that use that Crew.
This is optional. If no Crew is assigned, the Equipment Asset is shared across all Crews and Technicians operating in the same Territory.
Step 1. Go to the Equipment Asset Detail page
Step 2. Select the Crews tab → click Assign to Crew
Step 3. Fill in the form:
Click View available time to check the valid overlap window between the Equipment Asset's Territory period and the Crew's Territory period. If View available time shows nothing, it means either the Crew and Equipment Asset are not assigned to the same Territory, or their Territory periods do not overlap at all.
Step 4. Click Save.
⚠️ Time periods across multiple Crew assignments must not overlap. If you see "Equipment present in other/same crew with overlapping time", adjust the Start Date or End Date of the new assignment.
⚠️ If you see "Equipment is not available in any territory at the selected time", the Start Date you chose falls outside the overlap between the Equipment Asset's Territory period and the Crew's Territory period. Click View available time to find the valid window, then update your Start Date.
When creating a Service Appointment, the Equipment Asset dropdown is filtered based on four factors: the Model required by the Work Order, the selected Territory, the scheduled dates, and the Crew selection.
Filtering logic
Work Order linked to the Appointment defines the required Tools & Equipment (Models)
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Select Territory + Scheduled Start Date / End Date
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Equipment Assets filtered to:
- Model matches one of the Models listed in the Work Order
- Assigned to the same Territory
- Active during the scheduled period
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If a Crew is also selected:
Equipment Assets further filtered based on the following additional condition: Also assigned to that Crew (with a valid, non-expired Crew assignment)
Note on the Model filter: The Work Order specifies which equipment Models are required under the Tools & Equipment field. Only Equipment Assets belonging to one of those Models will appear in the dropdown. Assets of a different Model — even if they are in the correct Territory and time period — will not be shown.
All conditions that must be met for an Equipment Asset to appear
| # | Condition |
| 1 | The asset's Model matches a Model listed in the Tools & Equipment of the linked Work Order |
| 2 | The asset's assigned Territory matches the Appointment's Territory |
| 3 | The scheduled dates fall within the asset's active period at that Territory |
| 4 | If the asset has an active Crew assignment, the Appointment must also select that exact Crew |
| 5 | The asset's Status is Deployable |
Three scenarios
| Scenario | Equipment appears when… |
| Equipment has an active Crew assignment | Model matches the WO + Appointment selects the exact matching Crew + scheduled time falls within both Equipment–Territory and Equipment–Crew periods |
| Equipment has no Crew assignment | Model matches the WO + Appointment matches the Territory and scheduled time — available to any Crew or Technician |
| Equipment's Crew assignment has expired | Treated as having no Crew — Model + Territory + scheduled time filters only (same as Scenario 2) |
⚠️ Important: If an Equipment Asset has an active Crew assignment and the Appointment selects only a Technician (no Crew), the Equipment Asset will not appear in the dropdown.
⚠️ Important: If the Work Order does not have any Models listed under Tools & Equipment, or the asset's Model is not in that list, the asset will not appear regardless of Territory, Crew, or date settings.
