Equipment and asset history, at every site
Every piece of equipment you look after gets its own record, with its own QR label and its full service history. Your tech opens that history before they get there, and the customer decides which other companies can see it.
The intro, in words
Every unit remembers its history
This is equipment history in CrewBarn, followed through one rooftop unit, from its record to a repair, a plan, and who else gets to see it.
At Harlow and Finch, Dana runs the office, Kim books the calls, and Jo is the tech on the roof. Marcus runs facilities at Bayside Property Group.
The record: One record for each unit
Harlow and Finch has just taken over Bayside's rooftop units. Dana sets up the kinds of equipment they work on once, under Asset Types.
Then each unit gets a record: a name, RTU-3, its type, where it is, and its make, model and serial number.
The record: Everything about it, in one place
Photos and documents live on the record: the nameplate, the manual, the wiring diagram.
Below that is its Service history, newest first: work done, parts fitted, parts needed, faults raised. It starts empty, and every visit adds to it.
The record: A sticker on every unit
Dana presses Print labels and prints a QR sticker for every unit at the location at once. Jo sticks them on.
Now anyone on the team can scan a sticker with the app to open the record, or search by name, code or serial number, or browse the Location tree.
A repair: Linked to the job
Tuesday. Marcus calls: unit three is blowing warm air again. Kim makes the job.
Under Covered assets she ticks RTU-3. Now the unit is on the job, and whatever happens there lands on its record.
A repair: The history, before she gets there
Before she heads out, Jo opens RTU-3 and reads its Service history: a capacitor fitted in March, and a coil cleaning quoted but never done.
So she loads a capacitor and coil cleaner on the truck, and skips the second trip.
A repair: Logged at the unit, in a minute
On the roof, Jo checks in. The job's Service log says zero of one logged. She scans the sticker to be sure it's the right unit.
She answers What did you do, How is it now, Working, and Replaced anything: a capacitor.
She ticks Let the customer see these for her photos, and taps Save and move on. One of one logged.
A repair: What it still needs, on the record
Another way it goes: the compressor is failing. Jo picks Working, needs parts, says what it needs, and how urgent it is.
That goes on RTU-3's record, so the office can quote it from the facts. And with no signal on the roof, the log says Saved on this phone. It will sync when you have signal.
A repair: Turn a repair into a plan
Back in the office, RTU-1 and RTU-2 say Covered by plan. RTU-3 says Not on a service plan. Dana presses Build service agreement on its record.
It goes in four steps, with RTU-3 ticked in the coverage table for her. Marcus signs it, Dana countersigns, and the plan starts.
A repair: Marcus sees it too
Marcus sees it from his side. In Bayside's portal, RTU-3 shows its history, findings and photos, including the ones Jo shared from the roof.
A repair: One trip, and a plan
One trip instead of two, a record anyone can read, and a repair that turned into a plan.
Who else sees it: They learn only that records exist
Bayside also uses a plumbing company that runs CrewBarn. When they add the same address, they see one sentence: Another CrewBarn company keeps equipment records at this address.
Not whose, not how many, not what. They press Request access and add a note. Their screen says Waiting on the property owner.
Who else sees it: The owner decides
The request shows in Bayside's portal, under Service companies. Marcus decides, not Harlow and Finch.
He presses Allow, and the plumber's screen says You have access to this property's equipment records. Or he presses Decline, and they're told the owner declined.
And every lookup at the address is logged.
Who else sees it: A scan asks first
Some equipment is secured, like the lobby's access control panel. Anyone who scans its sticker can ask to see it.
The request reaches Dana by push and email, and waits under Asset Access Requests as Pending.
Who else sees it: A code that runs out
Dana checks who's asking, and presses Approve item for just the panel. Approve full tree would open everything related at the site, and Deny says no.
CrewBarn sends them a one-time code by text and email. It expires in twenty-four hours.
The whole record: One unit, its whole story
That's one unit, start to finish: a record, a label, linked to the job, read before the trip, logged on the roof, and covered by a plan.
And every branch had an answer: a part still needed, no signal, another company asking, a stranger scanning a secured panel.
Equipment history: Every unit, its whole story
That's equipment history in CrewBarn.
CrewBarn is in beta, and free for life for trades that help test it.
One record for each piece of equipment
Each record holds the name, type, where it is, and its serial and model numbers. Photos, manuals and documents live on it, along with the parts installed in it. Below that is every quote and job that touched it, the parts put in, and what techs noted on site, newest first. Set up the kinds of equipment you work on once, and adding the rest takes a minute.
Print a QR label for one piece of equipment, a batch, or a whole group. Scan a label to open the record or add a new one. Search by name, code or serial number, or see everything grouped by property in the location tree.
History before you arrive
Link the equipment to the job or the estimate, and the tech opens its history before they get there: what was done last time, what parts went in, and the photos. If it's covered by a service plan, the record says so, and Build service agreement writes one up for equipment that isn't.
Chains, facilities and every store
Facility maintenance companies serving a chain keep every store under one customer. Each site has its own address, access notes and equipment. The client's own work order number and PO go on the job and print on the invoice. Secured sites keep things like gate codes and keys on file visible only to the right people.
Your customer sees their equipment and its history in their portal. Locksmiths and door shops can keep a key list too: which doors there are, who holds a key, and requests for more keys from the customer's managers.
The customer decides who sees it
A building is often looked after by more than one trade. When another CrewBarn company works at a property where records already exist, all they learn is that records exist, and that they can ask for access. Whose records, how many and what's in them stay hidden until somebody says yes. The property owner decides which other companies and people can see the records, and for how long. Every look is logged.
For a secured piece of equipment, anyone who scans its label can ask to see it. The request lands with you. Approve just that item or everything related at the same site, and CrewBarn sends them a code that works for twenty-four hours, by text and email.
How it works
- Set up your equipment types, then add equipment at each customer site.
- Print QR labels and stick them on.
- Link equipment to jobs and estimates. Work, parts and photos land on its record.
- Techs open the history before they arrive.
- Customers see their equipment in the portal and control who else can.