Equipment Management

SOPHIOS provides comprehensive equipment catalog and tracking for managing all technical equipment and systems on your luxury assets.

Overview

Track all equipment across your yachts, jets, properties, and vehicles with detailed specifications, operating hours, and maintenance schedules.

Equipment Types

SOPHIOS supports 14 equipment categories:

Equipment Status

Track equipment operational status with 5 states:

🟢 Operational:

• Equipment functioning normally
• Ready for use
• No issues reported

🟡 Degraded:

• Equipment functioning but not at full capacity
• Performance reduced
• Requires attention soon

🔴 Out of Service:

• Equipment not functioning
• Cannot be used
• Requires immediate repair

🔧 Under Maintenance:

• Equipment being serviced
• Temporarily unavailable
• Scheduled downtime

⚫ Decommissioned:

• Equipment retired from service
• Permanently out of use
• Archived for records

Equipment Criticality

Classify equipment by importance with 3 levels:

🔴 Critical:

• Essential for asset operation
• Safety-critical systems
• Requires immediate attention when issues arise
• Examples: Main engines, fire fighting systems

🟠 Important:

• Significant for operations
• Impacts comfort or efficiency
• Timely maintenance required
• Examples: HVAC, generators

🟢 Standard:

• Non-critical equipment
• Routine maintenance acceptable
• Flexible scheduling
• Examples: Tenders, auxiliary equipment

Adding Equipment

Equipment Hierarchy

Parent-Child Relationships

Organize equipment into hierarchical structures:

Example: Engine System

Engine System (Parent)
├── Main Engine (Child)
├── Gearbox (Child)
└── Cooling System (Child)

Example: HVAC System

HVAC System (Parent)
├── Chiller Unit 1 (Child)
├── Chiller Unit 2 (Child)
└── Distribution System (Child)

Benefits:

• Logical organization
• Group related equipment
• Track sub-components
• Hierarchical maintenance scheduling

Setting Parent Equipment:

1. When creating/editing equipment
2. Select parent from dropdown
3. Only equipment from same asset available
4. Prevents circular references (equipment cannot be its own parent)

Operating Hours Tracking

Logging Operating Hours

Track equipment usage for maintenance planning:

Hours History

View complete operating hours history:

• Date of each reading
• Hours reading (absolute)
• Hours used (period)
• Recorded by (user)
• Notes and conditions

Filtering:

• Date range
• Limit (1-100 entries, default 50)
• Sorted by date (most recent first)

Maintenance Intervals

Hour-Based Maintenance

Schedule maintenance based on operating hours:

Configuration:

• Maintenance Interval Hours - Hours between services (e.g., 500 hours)
• Last Maintenance Hours - Hours at last service
• Next Maintenance Due - Calculated automatically

Calculation:

Next Maintenance Due = Last Maintenance Hours + Maintenance Interval Hours

Example:

• Last Maintenance: 1,000 hours
• Interval: 500 hours
• Next Due: 1,500 hours
• Current Hours: 1,350 hours
• Remaining: 150 hours

Visual Indicators:

• 🟢 On Schedule - More than 100 hours remaining
• 🟡 Due Soon - 50-100 hours remaining
• 🟠 Overdue - 0-50 hours remaining
• 🔴 Critical - Past due hours

Equipment Filtering & Search

Filter Options

By Type:

• Select one or more equipment types
• View all engines, all generators, etc.

By Status:

• Operational
• Degraded
• Out of Service
• Under Maintenance
• Decommissioned

By Criticality:

• Critical
• Important
• Standard

By Parent:

• Filter by parent equipment
• View all children of a system
• “No Parent” option for top-level equipment

By Active Status:

• Active equipment only
• Include inactive (decommissioned)

Search

Search equipment by:

• Equipment name
• Manufacturer
• Model number
• Serial number

Pagination & Sorting

Pagination:

• Page number
• Items per page (default 50)

Sort Options:

• Name (A-Z or Z-A)
• Type
• Status
• Criticality
• Installation date
• Current hours
• Created date

Equipment Details Page

Overview Card

Displays:

• Equipment name and type icon
• Status badge
• Criticality indicator
• Manufacturer, model, serial number
• Installation date
• Parent equipment (if any)
• Created/updated timestamps

Operating Hours Gauge

Visual Display:

• Current hours reading
• Last maintenance hours
• Next maintenance due
• Hours until next service
• Progress bar with color coding

Recent Hours History

Last 10 readings:

• Date
• Hours reading
• Hours used
• Recorded by
• Notes

Upcoming Maintenance

Next scheduled maintenance:

• Maintenance type
• Scheduled date/hours
• Priority level
• Estimated cost
• Status

Equipment Analytics

Hours Dashboard

Key Metrics:

• Total equipment count
• Equipment by type distribution
• Equipment by status breakdown
• Total operating hours across all equipment
• Average hours per equipment

Charts:

• Operating hours over time (line chart)
• Hours by equipment type (bar chart)
• Most used equipment (table)

Usage Reports

Available Reports:

• Equipment utilization
• Hours history export
• Maintenance due list
• Out of service equipment
• Critical equipment status

Export Options:

• CSV - For Excel analysis
• PDF - Formatted reports

Editing Equipment

Update Information

1. Open equipment detail page
2. Click “Edit” button
3. Modify any fields except:
   • Equipment ID (permanent)
   • Created date
4. Click “Save Changes”

Edit History:

• All changes logged
• Timestamp and user recorded
• Audit trail maintained

Changing Status

1. Navigate to equipment
2. Click “Change Status”
3. Select new status
4. Add reason/notes (recommended)
5. Confirm change

Status Restrictions:

• Only SCHEDULED or IN_PROGRESS status changes allowed
• Cannot directly set to COMPLETED (use maintenance completion)

Decommissioning Equipment

Soft Delete Process

Equipment is never permanently deleted - it’s decommissioned:

Equipment Specifications

JSON Specifications Field

Store detailed technical specs in structured JSON format:

Example:

{
  "power": "1200 HP",
  "rpm": "1800 max",
  "cooling": "Sea water cooled",
  "fuelType": "Diesel",
  "weight": "2500 kg",
  "dimensions": {
    "length": "2.5m",
    "width": "1.2m",
    "height": "1.8m"
  }
}

Use Cases:

• Technical reference
• Spare parts ordering
• Service documentation
• Compliance records

Equipment Documents & Photos

Document Storage

Store equipment-related documents:

Document Types:

• Manuals and guides
• Warranty certificates
• Service records
• Compliance certificates
• Installation drawings

Storage:

• JSON array of document URLs
• Links to cloud storage
• Secure access controlled by permissions

Photo Storage

Equipment photos for identification:

Photo Types:

• Installation photos
• Serial number plates
• Condition documentation
• Before/after maintenance

Storage:

• JSON array of photo URLs
• Thumbnail generation
• Full-size image access

Permissions & Access

Role-Based Equipment Permissions

Best Practices

Organization

1. Use Hierarchies - Group related equipment under parent systems
2. Consistent Naming - Follow naming convention (location + type)
3. Set Criticality - Properly classify equipment importance
4. Complete Profiles - Fill all available fields for better tracking

Maintenance Planning

1. Log Hours Regularly - Consistent operating hours tracking
2. Set Intervals - Define maintenance intervals for critical equipment
3. Monitor Gauges - Check maintenance due indicators weekly
4. Proactive Scheduling - Schedule before equipment becomes overdue

Documentation

1. Upload Manuals - Store equipment manuals for reference
2. Photo Documentation - Take photos of serial plates and installation
3. Record Specs - Document technical specifications
4. Track Changes - Keep notes on modifications or upgrades

Troubleshooting

Cannot Add Equipment

Possible Causes:

• User lacks “Edit Equipment” permission
• Asset access not granted
• Required fields missing

Solutions:

• Verify role permissions
• Check asset access
• Fill all required fields (name, type)

Hours Won’t Update

Possible Causes:

• New reading lower than current hours
• Hours value out of range (0-999,999)
• Hours used negative

Solutions:

• Verify reading is cumulative total
• Check hours are within valid range
• Ensure hours used is positive

Parent Equipment Not Available

Possible Causes:

• Parent belongs to different asset
• Trying to set equipment as its own parent
• Circular reference attempt

Solutions:

• Select equipment from same asset
• Choose different parent
• Verify hierarchy doesn’t create loop

FAQ

Can equipment be transferred between assets?

No. Equipment belongs to a specific asset and cannot be reassigned. To move equipment, decommission on old asset and create new entry on new asset.

What happens to hours history when equipment is decommissioned?

All hours history is preserved. Decommissioned equipment retains complete operating hours log for compliance and records.

Can I have equipment without operating hours?

Yes. Operating hours tracking is optional. Not all equipment types have hour meters (e.g., fire fighting systems, HVAC).

How do I organize sub-systems?

Use parent-child relationships. Create parent equipment (e.g., “Engine System”) then add children (e.g., “Main Engine”, “Gearbox”).

Can I import equipment from spreadsheet?

Not currently. Equipment must be added individually through the interface or API.