You can keep track of interesting states of your equipment by using Flags.
Creating Item Flags for your account
Go to your Settings in the bottom left corner of your screen
Find the default flags already available for your account
Click Actions to edit or delete one of the default flags
Click Add flag in the top-right corner to create a new flag
Write the name of the new flag
Add a description and choose a color
Decide if this flag will make the item available or unavailable for bookings
(Un)flagging your equipment
Click Items, then click an Item
In the header, select a flag
Or you can also clear the flag
When flagging an item, users are required to fill in a message field to describe the problem and they can upload a picture to illustrate the problem
You can find these messages in the history timeline of the item:
Flagging your equipment in bulk
When multiple items need to be flagged at the same time, you can use the bulk feature.
Go to your Item list in table view
Select the Items you'd like to change by checking the box on the left side
Go to 'Bulk actions' and choose 'Edit Items'
Scroll down to the Flag section and choose the flag
Use the eraser to clear item's flags in bulk
Finding back flagged equipment
Click the advanced search icon to open the panel
Select a flag to filter the results
Flagged equipment on the Dashboard
Use the Items by flag chart
Click a flag to filter Items
Since scheduling maintenance is usually reserved for a few team members only, you can control which contacts will be able to plan maintenance and repair.
Go to the Contact page of the team member who is in charge of maintenance
Click on the Info tab
Only the team members who have this turned on will be able to schedule maintenance for your flagged items.
Also, being able to flag and unflag items are specific permissions that a user role has or doesn't.
Go to the Roles & Permissions section to see which users are allowed to flag and/or unflag.
Want to learn more? Go to our Blog Post and get the full story. 😊