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Adding Equipment Guide

This guide explains how to add equipment to a system using the Add/Edit Equipment dialog. Equipment represents physical components like tanks, regulators, filters, and other equipment.

Key concept: You can add multiple tanks to a system when they share the same fill connection. Each piece of equipment is tracked separately within the system.

Prerequisites

  • A system must exist for the location. See Add System if you need to create one first.
  • You are on the Customer Dashboard with the correct Location selected.

Add equipment to a system

  1. Navigate to the Systems section from the Customer Dashboard.

  2. Select the system you want to add equipment to.

  3. Click Add Tank or Add Equipment.

  4. The Add Equipment dialog opens with multiple sections.

  5. Fill out the required fields and click Add Equipment or Update Equipment.

Equipment types

The dialog supports these equipment types:

  • Tank: Storage tanks for fuel (propane, oil)
  • Regulator: Pressure regulation equipment (requires expiration date)
  • Filter: Filtration equipment
  • Other Equipment: Custom equipment types

Basic Information section

Required fields

  • Equipment Name: Clear identifier for the equipment
  • Owner: Select "Customer" or "Internal"
  • Type: Tank, Regulator, Filter, or Other Equipment

All three fields are required to proceed.

Equipment Details section

Serial Number

  • Required if Owner is "Internal"
  • Optional for customer-owned equipment
  • Used for warranty and service tracking

Optional fields

  • Manufacturer: Equipment manufacturer name
  • Model: Model number or designation
  • Manufacture Date: When the equipment was manufactured (date picker with Luxon support)

Installation & Inspection section

Both fields are optional:

  • Install Date: When the equipment was installed or replaced
  • Inspection Date: Most recent inspection date

Use date pickers to select dates.

Regulator Information (regulators only)

If you selected Type = Regulator, an additional section appears:

Required field

  • Expiration Date: When the regulator expires and needs replacement (required for regulators)

This field uses a date picker and is mandatory for regulator equipment.

Tank Information (tanks only)

If you selected Type = Tank, an additional section appears with three required fields:

Required fields (all with gallon suffix)

  • Size (Gallons): Total tank size capacity

    • Supports up to 3 decimal places
    • Minimum value: 1 gallon

  • Recommended Capacity: The recommended fill capacity (typically 80-90% of total size)

    • Supports up to 3 decimal places
    • Minimum value: 1 gallon
    • Used for delivery calculations

  • Optimum Delivery: The optimal delivery amount for this tank

    • Supports up to 3 decimal places
    • Minimum value: 1 gallon
    • Used for routing and delivery planning

Example for a 275-gallon tank:

  • Size: 275 gallons
  • Recommended Capacity: 247 gallons (90% of 275)
  • Optimum Delivery: 200 gallons

Multiple tanks on one system

When you have multiple tanks sharing the same fill connection:

  1. Add each tank as separate equipment to the same system
  2. Enter accurate Size, Recommended Capacity, and Optimum Delivery for each tank
  3. The system automatically aggregates capacity across all tanks for delivery calculations

Example setup:

  • System: "Main Propane System"
  • Tank 1: 500 gallons (450 recommended, 400 optimum)
  • Tank 2: 500 gallons (450 recommended, 400 optimum)
  • Total system capacity: 1000 gallons (900 recommended)

This approach allows accurate tracking of individual tanks while calculating deliveries for the combined system.

Custom Attributes section

Always visible at the bottom of the dialog:

Predefined custom fields

  • Loaded from the API based on equipment type
  • Each field shows with a label and optional description tooltip
  • Enter values as needed for your tracking requirements

Additional custom fields

  • Click Add Field to create custom key-value metadata
  • Enter Field Name and Value
  • Remove fields with the trash icon button
  • Useful for tracking location-specific or custom attributes

Validation and submission

The dialog validates your entries:

  • Validation errors appear at the top in a red message box
  • Common errors:
    • Missing required fields (Name, Owner, Type)
    • Serial number required for Internal-owned equipment
    • Expiration date required for regulators
    • Tank size, recommended capacity, and optimum delivery required for tanks
    • Values must be > 0 for numeric fields

The Add Equipment or Update Equipment button is disabled until all validation passes.

Dialog actions

  • Cancel: Close the dialog without saving changes
  • Add Equipment (for new): Save the new equipment to the system
  • Update Equipment (for existing): Save changes to existing equipment

After saving, the equipment appears in the system's equipment list and can be used for delivery projections, monitoring, and service tracking.

Editing or removing equipment

  • To edit: Click the equipment row or Edit button, make changes, and click Update Equipment
  • To remove: Use the delete/remove action (typically with confirmation)
  • Be cautious if the equipment is linked to active monitors or services

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