Equipment Reports

Equipment Reports

Equipment reports help you understand how your inventory is performing, where costs accumulate, and which items generate the most revenue. Access these reports from Reports › Equipment.

Utilisation Rate Reports

Utilisation rate measures the percentage of time equipment is allocated to projects versus sitting idle. Reports display utilisation as progress bars with percentage values, and can be broken down by:

• By Category — compare utilisation across equipment categories (e.g., lighting vs audio vs staging)
• By Time Period — track how utilisation changes weekly, monthly, or quarterly
• By Individual Item — identify specific items with unusually high or low utilisation

Items with utilisation above 80% are flagged as high-demand — consider purchasing additional stock to avoid shortages. Items below 20% are flagged for review — consider whether they should be sold, subrentalled, or retired from your inventory.

Availability Tracking

A real-time snapshot of your inventory status, broken into four categories:

• Available — ready for booking, no current or upcoming allocation
• Reserved — allocated to upcoming projects but not yet dispatched
• Checked Out — currently on site, in transit, or with crew
• In Repair — undergoing maintenance, awaiting parts, or out of service

View as a pie chart for overall distribution or as a stacked bar chart to see status breakdowns by category. The availability report updates in real time as equipment is checked in and out.

Top-Rented Equipment

Ranked list of equipment items by rental frequency or revenue generated. The report table displays:

Column	Description
Item Name	Equipment name with serial number (if serialised)
Category	Equipment category grouping
Bookings	Total number of project allocations in the period
Total Revenue	Cumulative rental income generated
Avg Duration	Average rental duration in days

Use this report to identify your most valuable assets and ensure they are properly maintained and insured.

Maintenance Cost Analysis

Track repair and maintenance expenditure across your inventory:

• Total Spend — aggregate maintenance costs for the selected period
• Cost Per Item — average maintenance cost broken down by individual equipment
• Cost Trends — line chart showing maintenance spending over time to identify rising costs

When maintenance costs for a single item exceed a configurable percentage of its replacement value, it is flagged for potential retirement.

Reliability Metrics (MTBF & MTTR)

Two key reliability charts from the RAMS analytics module:

• MTBF (Mean Time Between Failures) — displayed as a line chart tracking the average operating time between equipment failures. Higher values indicate more reliable equipment. A declining MTBF trend signals potential end-of-life or systemic quality issues that need investigation.
• MTTR (Mean Time To Repair) — displayed as a bar chart showing average repair duration by category. Lower values indicate efficient repair processes. Compare MTTR across equipment categories to identify bottlenecks in your maintenance workflow.

Together, MTBF and MTTR provide a comprehensive view of equipment reliability and your team’s ability to respond to failures.

Depreciation Reports

Track the book value of your equipment over time. Depreciation is calculated based on the method configured per item — either straight-line or reducing balance. Reports show current book value, accumulated depreciation, and remaining useful life for each asset. This data is essential for insurance valuations and financial reporting.

Condition Tracking

Monitor equipment condition ratings over time. Each time an item is checked in from a project, its condition is assessed on a defined scale. This report plots condition scores chronologically to identify items that are deteriorating and may need replacement or major refurbishment. A downward trend line indicates accelerating wear.

Revenue Contribution

Identifies which equipment items and categories generate the most income. Displayed as a tree map for hierarchical viewing — category rectangles contain individual item rectangles, sized proportionally to their revenue contribution. Click any rectangle to drill down into detailed item-level data.

Serialised vs Bulk Comparisons

Compare performance metrics between serialised (individually tracked) and bulk (quantity-based) equipment. Analyses utilisation rates, revenue per unit, loss rates, and maintenance costs for each tracking type. Useful for understanding whether the overhead of serial tracking is justified by improved utilisation and reduced losses.

Repair Frequency Analysis

A bar chart ranking equipment by number of repair incidents within the selected period. Items with unusually high repair frequency are highlighted in red, indicating they may be unreliable or mishandled. Cross-reference with crew assignment data and project history to identify potential patterns — whether failures correlate with specific crew members, transport methods, or event types.

Demand Forecasting (AI Addon)

Available with the Analytics & AI addon (additional £79/month). Uses a Prophet ML model to predict future equipment demand based on historical booking patterns:

• Demand Predictions — forecast booking volumes by category for the next 30, 60, or 90 days
• Purchase Recommendations — suggests when to buy additional stock based on utilisation patterns and upcoming projected demand
• Seasonal Analysis — identifies recurring demand patterns (e.g., festival season spikes, winter slowdowns) to support long-term inventory planning

Predictions improve in accuracy as more historical data accumulates. At least 6 months of booking history is recommended for reliable forecasts.