Equipment
Tracking appliances and property equipment
Equipment tracking helps you manage appliances, HVAC systems, and other property equipment. Track warranties, schedule maintenance, and maintain service history for everything in your rental properties.
Equipment Features
- Inventory Management — Catalog all equipment in each property
- Warranty Tracking — Know when warranties expire
- Service History — Complete maintenance records
- Scheduled Maintenance — Automatic reminders for service
- Vendor Information — Store manufacturer and repair contacts
- Replacement Planning — Track age and expected lifespan
Adding Equipment
Navigate to Property
Go to the property where the equipment is located.
Go to Equipment
Click the Equipment tab.
Click Add Equipment
Click Add Equipment.
Enter Details
Provide:
- Equipment type (appliance category)
- Make and model
- Serial number
- Purchase date
- Warranty expiration
- Location in property
Save
Click Save to add the equipment.
Equipment Types
Track various types of equipment:
| Category | Examples |
|---|---|
| Kitchen Appliances | Refrigerator, dishwasher, oven, microwave |
| Laundry | Washer, dryer |
| HVAC | Air conditioner, furnace, water heater |
| Plumbing | Water heater, garbage disposal |
| Electronics | TV, intercom, security system |
| Outdoor | Lawn mower, snow blower, grill |
| Other | Custom equipment types |
Equipment Details
For each piece of equipment, store:
| Field | Purpose |
|---|---|
| Type | Category of equipment |
| Make | Manufacturer |
| Model | Model number |
| Serial Number | For warranty claims and identification |
| Purchase Date | When it was bought |
| Purchase Price | Original cost |
| Warranty Expiration | When warranty ends |
| Location | Where in the property (kitchen, garage, etc.) |
| Notes | Special instructions or information |
| Manuals | Uploaded PDFs of user manuals |
Warranty Tracking
Setting Up Warranty Alerts
Open Equipment
Navigate to the equipment record.
Enter Warranty Date
Set the warranty expiration date.
Enable Alerts
Turn on warranty expiration alerts.
Set Lead Time
Choose how far in advance to be notified (30, 60, or 90 days).
Warranty Alerts
When a warranty is expiring:
- Dashboard notification appears
- Email reminder sent
- You can schedule preventive maintenance or consider replacement
Getting appliances serviced while under warranty often prevents costly repairs later.
Service History
Track all maintenance performed on equipment:
Recording Service
Open Equipment
Navigate to the equipment record.
Click Add Service
Click Add Service Record.
Enter Details
Provide:
- Service date
- Type of service (repair, maintenance, inspection)
- Description of work done
- Cost
- Vendor/technician
- Receipts/documentation
Save
Save the service record.
Viewing History
Each equipment record shows:
- All past service records
- Total maintenance costs
- Last service date
- Next scheduled service
Scheduled Maintenance
Set up recurring maintenance reminders:
Common Schedules
| Equipment | Recommended Service |
|---|---|
| HVAC Filter | Monthly replacement |
| Water Heater | Annual flush |
| Dryer Vent | Annual cleaning |
| Refrigerator Coils | Annual cleaning |
| Smoke Detectors | Monthly test, annual battery |
| Fire Extinguisher | Annual inspection |
Setting Up Schedules
Open Equipment
Navigate to the equipment.
Click Maintenance Schedule
Open the maintenance schedule section.
Add Schedule
Configure:
- Service type
- Frequency (monthly, quarterly, annually)
- Start date
- Reminder lead time
Enable
Save and enable the schedule.
When maintenance is due:
- You receive a notification
- A maintenance request can be auto-created
- Track completion in the service history
Vendor Information
Store vendor contacts for each equipment type:
| Field | Purpose |
|---|---|
| Manufacturer | Contact for warranty claims |
| Local Dealer | Where you purchased |
| Preferred Technician | Who you call for repairs |
| Emergency Contact | 24/7 service number |
Having vendor info readily available speeds up repairs and warranty claims.
Replacement Planning
Track equipment age and plan replacements:
Typical Lifespans
| Equipment | Expected Lifespan |
|---|---|
| Refrigerator | 10-15 years |
| Washer/Dryer | 10-12 years |
| Dishwasher | 9-12 years |
| Water Heater | 8-12 years |
| HVAC System | 15-20 years |
| Garbage Disposal | 8-10 years |
Planning View
The equipment dashboard shows:
- Equipment age vs. expected lifespan
- Upcoming warranty expirations
- Total replacement value
- Equipment by property
Integration with Maintenance
Equipment integrates with maintenance requests:
- Link maintenance requests to specific equipment
- Service records auto-populate from completed requests
- Track repair costs per equipment
- Identify equipment needing frequent repairs
Equipment Reports
Generate reports for:
- Equipment Inventory — All equipment across properties
- Warranty Status — Upcoming expirations
- Maintenance History — Service records per property
- Cost Analysis — Maintenance spending per equipment type
- Replacement Forecast — Planning for future replacements
Best Practices
- Document Everything — Enter all equipment when adding properties
- Keep Receipts — Upload purchase receipts for warranty claims
- Save Manuals — Upload PDFs for quick reference
- Track Serial Numbers — Essential for warranty and insurance claims
- Schedule Maintenance — Prevent problems with regular service
- Plan Replacements — Budget for equipment near end of life
- Update After Service — Record all repairs and costs
Property Knowledge (STR)
For short-term rentals, equipment info helps guests:
- Link equipment to Property Knowledge
- Rigo can explain how to use appliances
- Reduce guest questions about equipment operation
Next Steps
- Maintenance — Handling repair requests
- Properties — Managing property details
- Analytics — Viewing cost trends