Documents & History

The Documents, History, and Insurance tabs on the equipment detail page keep all supporting files, audit trails, and policy records in one place. Whether you need a user manual during a site setup, proof of a PAT test for a venue, or a record of who changed a serial number last Tuesday, everything is here.

Documents tab

The Documents tab stores all files associated with the equipment item. Click the Documents tab on any equipment detail page to view, upload, and manage attachments.

Document types

You can upload any type of file, but NexusRMS categorises documents for easy filtering:

• Manuals — User guides, quick-start guides, and technical documentation from the manufacturer.
• Certificates — PAT test certificates, load test certificates, calibration certificates, and compliance documents.
• Warranties — Warranty cards, extended warranty agreements, and proof of purchase.
• Insurance policies — Equipment-specific insurance documents and coverage schedules.
• Photos — Condition photos taken at purchase, during inspections, or after damage.
• Other — Any file that does not fit the categories above, such as supplier correspondence or custom specifications.

Uploading documents

To add a document, click Upload Document or drag and drop files directly onto the Documents tab. Supported file types include PDF, PNG, JPG, DOCX, XLSX, and ZIP. Each file can be up to 25 MB. When uploading, you can assign a document type, add a description, and set an optional expiry date (useful for certificates and warranties).

Documents with expiry dates trigger alerts when they are approaching expiry, following the same alert rules configured in Equipment Settings.

Download and sharing

Each document has a download link. Click the download icon next to any file to save it locally. You can also copy a shareable link for internal use. Documents attached to equipment automatically appear in relevant contexts — for example, certificates may be included on packing lists, and manuals can be attached to project documentation sent to crew.

Document versioning and replacement

When a document needs updating (for example, a renewed PAT certificate), click Replace on the existing document rather than deleting and re-uploading. This preserves the upload history and links the new version to the same document record. Previous versions are retained and accessible from the version history dropdown on each document.

History tab

The History tab provides a complete audit trail of every change made to the equipment record. Every edit, status change, allocation, and maintenance event is logged automatically.

What the history records

Each history entry includes:

• Timestamp — The exact date and time the change occurred.
• User — The name and role of the person who made the change.
• Action — A description of what was done (e.g., "Status changed", "Price updated", "Allocated to project").
• Old value — The previous value before the change.
• New value — The updated value after the change.

History entries are read-only and cannot be edited or deleted. This ensures a tamper-proof audit trail for compliance and dispute resolution.

Filtering history

Use the filters at the top of the History tab to narrow the audit trail:

• Date range — Show only changes within a specific period.
• Change type — Filter by category such as status changes, price updates, project allocations, maintenance events, or document uploads.
• User — Show only changes made by a specific team member.

Insurance tab

The Insurance tab stores insurance policy details for the equipment item. This is separate from general company insurance and allows you to track per-item coverage.

• Policy number — The insurance policy reference number.
• Provider — The insurance company name.
• Coverage type — The type of cover: All Risks, Accidental Damage, Theft Only, or Comprehensive.
• Coverage amount — The maximum insured value.
• Start and end dates — The policy validity period. Expiring policies trigger alerts based on your Equipment Settings configuration.
• Premium — The annual or monthly premium cost for this item.
• Claim history — A log of any claims made against this policy, including claim date, amount, status, and resolution.

Tips and best practices

• Upload manuals for quick reference during events — When crew need technical information on site, having the manual attached to the equipment record saves time and prevents mistakes.
• Keep insurance documents current — Set expiry dates on all insurance policies so you receive renewal reminders before cover lapses.
• Review history when troubleshooting discrepancies — If stock counts do not match or a price seems wrong, the History tab shows exactly what changed and who changed it.
• Use document replacement instead of delete-and-reupload — Replacing preserves the audit trail and keeps links to the document intact across the system.

Next steps

Continue to the next article to learn about Accessories & Alternatives, where you will set up related items and substitutions to streamline project planning.