Equips | Work Orders Made Easy

User Setup

Learn how to add new users, setup locations for users, and deactivate or reactivate users with temporary passwords

Who can use this feature?

Adding a new user

By default, all users can invite new users to their organization, but admins can change this so invitations require admin approval. If admin approval is required, users can request invitations for admins to approve or deny. 

  1. From your browser, click Admin in the navigation menu. Then select Users from the dropdown.
  2. Select Invite Users from the top.
  3. Enter the name, email address, and phone for the individual you’d like to invite. Then select the appropriate role from the dropdown.
  4. Click “+” to invite any additional users.
  5. Click Invite All.

Add or remove locations

Locations allow organizations to sort users and requests by specific locations. Users who are assigned to a location can view and/or submit requests for that location. Each user can be assigned to one or multiple locations within the app. 

  1. From your browser, click Admin in the navigation menu. Then select Users from the dropdown.
  2. Select a user’s name to open the detail window.
  3. To add a location: Click the Select Available Locations field. Choose the desired location from the dropdown. 
  4. To remove a location: Click the “X” beside the desired location in the Select Available Locations field. 
  5. Click Save.

Deactivating/Reactivating Users and Temporary Passwords

If a user is no longer part of the organization or no longer needs access to the Equips app, admin users can deactivate their account. If a user forgets their password, an admin user can generate a temporary password on their behalf. 

  1. From your browser, click Admin in the navigation menu. Then select Users from the dropdown.
  2. Click “” next to the user’s name you wish to deactivate.
  3. To deactivate: Select Deactivate from the dropdown menu. 
  4. To reactivate: Click the Filter button on the menu and toggle View inactive to see user accounts that have been deactivated.
    1. Select the name of the user you wish to reactivate. 
    2. Click Options in the top right corner, then Reactivate
  5. To generate a temporary password: Click “” next to the user’s name, then select Generate temporary password. The user will receive an email with instructions on resetting their password. 

Update Notification Preferences

Each user can modify their notifications settings within the app so they only receive the notifications they need. 

  1. From your browser, click your profile icon from the top right. Select notifications from the dropdown. 
  2. Check or uncheck the boxes under each tab to adjust the notification settings for Events, Categories, Locations, or Proposed Equipment.
    1. Events are related to service request notifications. 
    2. Category refers to events on a specific type of equipment or asset. 
    3. Location relates to service events at a specific location. 
    4. Manage settings under Proposed Equipment to be notified of equipment added at specific locations.
  3. To receive text message notifications on specific event types, enter your phone number under Requested SMS number
  4. To save your selections, click Save Notification Preferences.

Create an Account

If you or a team member needs to create a new account, follow these instructions to join an existing team. If you are looking to sign up with Equips, contact our software experts for help.

  1. Visit app.equips.com, and click Sign up.
  2. Enter your email address that is associated with your organization. 
  3. Entered your desired password and click Sign up.
  4. Check your inbox for an email notification. Click Verify email within the email to activate your account.  
  5. This should take you back to the Equips app. Enter your email address and password and click Log in.
  6. To finish creating your account, enter your full name and phone number and click Continue

How to change a user’s role

To change a user’s role, follow these steps:

  1. Click Admin in the navigation bar
  2. Select Users
  3. Open the user’s profile
  4. Scroll to Role and type
  5. Use the “Select the users role” drop-down menu
  6. Click Save

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