Register equipment

Equipment registration form for a new asset — Register a physical asset and choose where it starts: on site or in the rotation pool.

Register each physical instrument or asset as a separate record. Registration captures identity and current placement first. Calibration requirements and completed calibration work are created later, in separate screens.

Before you begin

You need equipment-create permission and at least one active equipment category. If no active category is available, registration is disabled until an authorised user creates or activates one.

If you plan to deploy the equipment straight away, create the destination site and location hierarchy first. The site must be active, and any selected location must be available for assignments.

Use an internal asset ID that is unique inside your organisation. A serial number can be reused, but the internal asset ID should be unique for your records.

Register a draft

Open the correct organisation.
Select Assets.
Select Equipment.
Select Register equipment.
Enter the required Internal asset ID and equipment identity.
Select an active category.
Select the appropriate Criticality.
Add manufacturer, model, serial number, dates, and notes when available.
Choose the initial placement:

Leave Initial site empty to put the device in the rotation pool.
Select an active Initial site to record an immediate deployment.
Select an optional Location for a more precise placement.
Select an optional Responsible member whether deployed or still in rotation.

Select Register draft.

The new record is saved with draft status. This does not activate the equipment or create a requirement yet.

After registration, the equipment detail page shows an Equipment setup checklist. It helps you move from identity and placement to activation, requirement creation, method linkage, schedule activation, and readiness to start calibration work.

This checklist is guidance only. Metra still validates each action before activation or work creation.

Choose between a site and the rotation pool

Use the rotation pool for assets that are not yet deployed, or are temporarily out for maintenance or calibration.

A rotation-pool asset has no current client, site, or location assignment, but it can still have a Responsible member.

Choose an initial site only when deployment is starting immediately. For later movement, use the assignment workflow so the history of previous placements is preserved.

Read Equipment and rotation before moving sensors or instruments between clients and sites.

Review and activate the record

Open the newly registered equipment.
Review identity, category, criticality, and placement.
Correct ordinary details with Edit if needed.
Select Activate when the item is ready for operational use.

Assignment and activation are separate actions:

Assigning equipment does not activate it.
Activating equipment does not create requirements or work records.

Protect your traceability

Do not register the same physical asset twice to hide a mistake.
Use assignment for later location or client moves.
Use explicit lifecycle actions for quarantine, out-of-service, retirement, and archiving.
Keep significant status changes documented in history.
Retired or archived equipment stays in history and is not removed from records.

If registration fails

Confirm an active equipment category exists.
Confirm the internal asset ID is unique for this organisation.
Confirm the selected site is active.
Confirm the selected location belongs to that site and is available.
Confirm the responsible member is active and belongs to the organisation.
If Register equipment is not shown, ask an owner or administrator to review your permissions.

See Troubleshoot unavailable selections for missing categories, destinations, and members, or Troubleshoot access and missing actions if the page or action is not visible.

Next steps

Equipment used as a reference standard

Register the physical asset once. If it will support calibration work, set its profile in Equipment > Reference standards. Calibration status and expiry are derived from approved evidence, not entered manually on the asset itself. See Register a reference standard.

Equipment register filters and page selection are retained in the page URL. Returning with the browser Back button restores the same view; copy the URL to share that filtered register with another authorised member.