Equipment Inventory (PRO)

Equipment Inventory (PRO)

The equipment inventory is available exclusively on the PRO tier (£19.99/month) with a limit of 50 items. It allows you to catalogue your personal equipment, track availability, set hire rates, and showcase your gear to connected companies. Access it at /fl/{nodeId}/equipment from the sidebar navigation.

Equipment fields

Each piece of equipment is stored as a NodeEquipment record with a comprehensive set of fields:

• Identification — name, slug (auto-generated from the name), sku (auto-generated in EQ-XXXXXXXX format), serial_number, qr_code.
• Classification — category text field and category_id linking to a NodeEquipmentCategory for structured organisation.
• Details — description, manufacturer, model.
• Pricing — daily_rate, weekly_rate, currency (defaults to GBP), purchase_price, replacement_value, purchase_date.
• Physical — weight_kg, dimensions (array with length, width, height).
• Media — image_url (primary image), additional_images (array), photos (array). All images are stored in S3.
• Metadata — specifications (array of key-value pairs), notes, tags (array for searchable labels).
• Status — status, condition, availability_status, current_location, is_active (boolean toggle).

Inventory tracking

Each equipment record tracks four quantity fields:

• quantity_total — The total number of units you own.
• quantity_available — Units currently available for booking.
• quantity_booked — Units currently out on jobs.
• quantity_maintenance — Units currently undergoing repairs or servicing.

The model provides four methods for managing stock:

1. book(quantity) — Reduces quantity_available and increases quantity_booked. Returns false if insufficient stock.
2. returnItem(quantity) — Increases quantity_available and reduces quantity_booked. Returns false if more items are returned than booked.
3. moveToMaintenance(quantity) — Reduces quantity_available and increases quantity_maintenance.
4. returnFromMaintenance(quantity) — Reduces quantity_maintenance and increases quantity_available.

Filtering equipment

The model provides scopes for quick filtering:

• active — Only items where is_active is true.
• available — Only items where quantity_available is greater than zero.
• inCategory(categoryId) — Items belonging to a specific NodeEquipmentCategory.

The is_available computed attribute returns true when quantity_available is above zero. The total_value computed attribute returns replacement_value × quantity_total for insurance calculations.

How companies see your equipment

Your equipment is visible to connected companies through several channels:

• Your freelancer profile includes an owns_equipment flag and an equipment_list array on the network profile record.
• When applying for jobs, the equipment_summary field on your application lists what gear you can bring.
• Companies can filter their crew network to find freelancers who own specific equipment.

Keeping your equipment records current helps companies find you for jobs that require specific gear.

Equipment combinations

You can group related items into combinations via the NodeCombination model. For example, a “Lighting Rig Package” might include specific fixtures, cables, and a controller. Combination items include quantity, is_optional, sort_order, and notes for each included piece of equipment.

PAT Testing addon

The PAT Testing addon is available on any tier for £14.99/month. It adds BS 7671:2018 compliant portable appliance testing capabilities to your equipment records.

PAT fields on equipment

When the addon is active, each NodeEquipment record gains additional fields:

• pat_frequency_months — How often the item should be tested (e.g. 12 for annual testing).
• last_pat_test_date — Date of the most recent test.
• last_pat_test_result — Result of the most recent test (pass or fail).
• next_pat_test_due — When the next test is due.
• is_pat_compliant — Boolean indicating current compliance status.
• pat_certificate_url — URL to the most recent PAT certificate PDF.
• pat_equipment_class — The IEC equipment class (Class I, Class II, etc.).

PAT test records

Individual test records are stored as NodePatTest entries linked to equipment. Each record includes:

• certificate_number — Auto-generated in NPAT-yymmdd-XXXX format (e.g. NPAT-260215-A3F2).
• test_date and next_test_due.
• Test results:
  • visual_inspection — Array of visual check results.
  • earth_continuity_result — Measured in ohms. Passes if ≤ 0.1Ω (Class I requirement).
  • insulation_resistance_result — Measured in megaohms. Passes if ≥ 1MΩ. If the reading exceeds 999MΩ, the insulation_over_limit flag is set to true (automatic pass).
  • polarity_pass — Boolean polarity check result.
  • touch_current_result and touch_current_pass — Leakage current measurement.
  • load_test_pass — Load test result.
• overall_result — Either pass or fail.
• fail_reasons — Array listing which tests failed (only populated on failure).
• certificate_pdf_url — URL to the generated certificate PDF.
• photos — Array of photo URLs taken during testing.
• notes — Free-text field for tester observations.

PAT compliance tracking

The system provides several methods and scopes for monitoring compliance:

• isPatOverdue() — Returns true if next_pat_test_due has passed.
• isPatDueSoon(30) — Returns true if the next test is due within 30 days (configurable).
• daysUntilPatDue() — Returns the number of days until the next test is due.
• patOverdue scope — Filters to equipment with overdue PAT tests.
• patDueSoon scope — Filters to equipment with tests due within a specified number of days.
• patNonCompliant scope — Filters to equipment where is_pat_compliant is false.
• neverPatTested scope — Filters to equipment that has never been tested (last_pat_test_date is null).

Tips

• Keep equipment records up to date — accurate availability helps companies plan jobs that involve your gear.
• Upload photos of each item for insurance documentation and to help companies recognise your equipment.
• Set the replacement_value on every item so you can quickly calculate total asset value for insurance purposes.
• If you use the PAT Testing addon, schedule regular testing cycles and pay attention to the due-soon alerts.
• Use tags to categorise equipment by type (e.g. “lighting”, “audio”, “rigging”) for quick searching.
• Review the patNonCompliant and patOverdue filters regularly to stay on top of compliance obligations.