Site Equipment
Site equipment answers one question: what is on this property?
Not "what did we install", which is a narrower question and the one this record used to answer. A technician arriving at a site inherits everything there — the five-year-old panel somebody else fitted, the gate motor the owner bought, our CCU, the eight cameras on a recorder in the garage cupboard. All of it is theirs to work on, so all of it is on this list.
Three sources, one list
The list is assembled from three places, and you generally cannot tell them apart:
| Source | Where it comes from | What you can change |
|---|---|---|
| Register | Rows we create — a gate motor, a beam, somebody else's old NVR | Everything |
| Hub | Projected live from the hub record | Where it is, what it hangs off |
| Camera | Projected live from the camera record | Where it is, what it hangs off |
Hubs and cameras are not copied into the register. Their serial, firmware and online state are read straight from the live record every time the list loads, so they cannot drift out of date. What the platform cannot know — where the camera physically points, which recorder it belongs to — is recorded against it separately.
A hub or camera carries a Hub or Camera chip so you can see which rows are live-linked.
Swapping a CCU or a camera for a different unit moves its serial, its streams and its billing. That is a re-link on the hub or camera record, not an equipment edit — so the Replace action is not offered for those rows, in the office or in the field.
Things nest
An eight-channel recorder and its cameras are one system, not nine unrelated rows. Cameras sit under the recorder or hub they are bound to, a battery sits under its gate motor, and the list indents to show it.
Cameras attach to their hub automatically. Anything else is set with the Part of field.
Where it lives
Open any site via Sites → Connected Sites → [site], then the Service tab. Equipment on site sits below Service jobs, Quotes and Subscriptions.
Summary and filters
The summary line counts what matters:
12 in use · 1 faulty · 2 offline · 1 warranty ending soon
| Filter | Shows |
|---|---|
| In use | Active and faulty items (the default) |
| All | Everything, including removed and replaced |
| Faulty | Items a technician has flagged |
| Replaced | Units swapped out for a newer one |
| Removed | Items no longer on the property |
Offline is a live state on hubs and cameras only, and is separate from Faulty — a camera can be working perfectly and simply unreachable, or online and physically broken.
What each item records
| Field | Purpose |
|---|---|
| Name | e.g. "Centurion D20 gate motor" |
| What it is | The equipment class — camera, NVR/DVR, alarm panel, gate motor, beam, and so on. Drives the icon |
| Make / Model | Separate fields, so "Centurion" and "D20" are searchable rather than buried in the name |
| Serial | For warranty claims and identification |
| Where it is | Picked from the site's own alarm zones where it has them ("Front gate", "Lounge PIR"), or typed free-hand |
| Part of | The system it hangs off |
| Quantity | Usually 1 |
| Installed on / Warranty until | Warranty is calculated from the catalog item's warranty period when one is picked |
| Status | In use / Faulty / Replaced / Removed |
| Notes | Internal notes |
History
Every item keeps a trail. Click the History button on a row — or the one in the section header for the whole site — to see it.
Recorded events: installed, replaced, removed, serviced, found faulty, fault cleared, tested, firmware updated, moved, login updated, confirmed on site.
Each entry names who did it, when, and which job it was on. A replaced entry names both halves of the swap, so "we put a D10 in when the D5 burnt out on job 4412" is a single readable line.
Logins
Equipment logins — the NVR web password, the gate motor installer code — are stored against the item they belong to.
They are held apart from everything else in the system:
- The list of logins shows the name, username and address. The password is never included.
- Showing a password is a separate action, and every reveal is recorded against the person who did it, with the job they were on.
- Logins never appear in a report, an export, a PDF or an email.
On 30 August 2026, equipment logins that had been typed into a site's technical notes were copied into this store on 68 site links. They were copied, not moved — the original notes are untouched, because some of that text is wiring detail and gate sequences as well as a password, and splitting it automatically would have lost the rest.
Clearing those notes is a decision for your control room. Until you do, the same password exists in both places, and only the copy here is protected.
Filling the list
Most of it fills itself.
- Hubs and cameras appear the moment they are linked to the site. Nothing to do.
- Job line items — tick Install at site on a line in the job's Line items card. CleverOps pre-ticks it for stock-tracked goods and leaves it off for labour and call-outs.
- CleverTech — a technician adds what they can see, scanning the serial rather than typing it.
- Stock page — the Install at site header action.
- By hand — Add equipment, top right.
None of this needs the stock ledger to be in use.
Keeping it true
An equipment register is accurate on install day and fiction within a year. The thing that stops that is the equipment check, not the data model.
It is a checklist step type — add an equipment sweep step to a job template and it renders the site's current equipment list with three buttons per item: Still there, Faulty, Gone. Fifteen seconds at the end of a visit, and every difference is posted as an event against the item, attributed to the technician who saw it.
Nothing is compulsory: a technician can answer three items and skip the rest, and only what they answered is recorded.
Faulty and out-of-warranty equipment
Equipment that a technician has flagged, or whose cover has lapsed, is the register's commercial output — it is a quote waiting to be written.
fn_vcr_equipment_opportunities returns that list across the whole control room, ordered faulty first, then lapsed cover, then cover expiring inside 60 days. Each row carries the site, the customer, what the technician said, and whether there is already an open job at that site so the same fault is not quoted twice.
The data is live and callable. A CleverOps page presenting it has not been built — today it is reached by report or query.
On the service report
A completed job's service report carries an Equipment on site schedule: what is there, where it is, when it went in and how long it is covered for.
That schedule is deliberately scrubbed. It never carries serial numbers, IP addresses, firmware versions or logins, because a service report gets emailed, forwarded and printed, and everything in it should survive being read by somebody who is not the customer.
Recording equipment that was already there (field backfill)
Takeover sites arrive with a wall full of kit nobody at your company installed — an old panel, a previous provider's cameras. Technicians can put that on the register from the field: in the CleverTech app, a job's Site tab opens the site's equipment register, and Add equipment there records it — scan-first for the serial, with an optional catalog pick that fills in the name, part number and warranty period, plus where on site it is and its state (see the register in the app).
A field-recorded row is deliberately different from an installed one: it carries no installing technician and no installation job — your company didn't install it — and its notes say who recorded it and that it was existing equipment. No stock moves and no job line is written. Technicians can only add records this way (as Active or Faulty); editing, removing and replacing stay here in CleverOps.
Status transitions
- In use → Faulty — something is broken. On a hub this also flags the hub record itself, so the control room sees it immediately on the screen it already watches.
- In use → Replaced — use the Replace action rather than editing the status. It closes the old unit, creates the successor carrying the same place, links them both ways and moves any children across, in one step.
- In use → Removed — the item is no longer on the property.
Deleting
Open a register row and use Delete equipment in the Danger zone of its dialog. It removes the record entirely, and is only offered on register rows. Replaced or Removed is the right choice for real decommissioning — deleting loses the history.
Permissions
- Viewing and recording in the field: an active technician of a control room connected to the site.
- Editing, deleting and the commercial list: service management access (
customers.manage).
Technicians can change an item's state, where it is and what it hangs off. They cannot rewrite who installed something or which job installed it — that is what the register's warranty answer depends on.
Related
- Technicians and CleverTech — the field side of this list.
- Catalog — feeds the catalog picker and the warranty period.
- Service jobs — warranty callouts reference which equipment failed.