Introduction:

This article details how to create and add equipment to BusyBusy using the Web platform or Mobile app (iOS & Android). It provides step-by-step guides for manual entry, bulk spreadsheet uploads (Web only), and configuring essential asset details like types, categories, and hour meter tracking.

Add Equipment from the Web

Step One: Navigate to the Equipment page

Using the Left Navigation Menu within your BusyBusy account, scroll down and click on Equipment.
Click on Status to show you the equipment list.
Click on Manage in the top right corner of the screen.
Click on Create in the top left corner of the screen to open the Create Equipment window.

Step Two: Create Equipment

Name: The display name for the asset.
Type refers to the three types we have available in the system.
1. Equipment: Large machines or vehicles that normally require an operator when in use. This is the only type with hour meter support.
2. Tool: Medium to small items. Typically hand held, portable, smaller piece of machinery.
3. Attachment: These items can only be tracked as add-ons. They are usually dependent on other tools or equipment. Combined with another piece of equipment, i.e. trailers, buckets, pallet forks, etc.
Category refers to what it is, i.e. a bulldozer, truck, generator, power drill, etc.
1. Tip: If you don't know the Category, Make or Model for an item, put Unknown or Misc.
Make refers to the maker, such as John Derre, CAT, Ford, Yamaha, etc.
Model refers to the specific model number or code.
Year (Optional) the year the equipment was manufactured.
Equipment Image (Optional) click or drag an image into the box.
1. Supported file times are, .png, .jpg, .jpeg
Manually Track Hours (only available when the Type is set to Equipment) Enable this option if you want operators to manually record and update hour meter readings after each use.
Costs: You can add an Hourly Cost (Rate) for each piece of equipment.
1. Hourly Cost is the cost to run the item for one hour, minus labor costs. This should be the total of all non-operator costs such as fuel, maintenance, etc.
Effective Date:
Inspections: This option is available if you have Equipment Inspections enabled in your account.
1. Learn how to enable Equipment Inspections. You must set up your Equipment Inspections first before you can add them when creating equipment. Learn more about how to Create an Equipment Inspection Checklist.
Customer Fields: Custom fields allow you to track specific internal data (e.g., Date of Birth/Acquisition, internal tracking IDs) unique to your equipment. Learn more about Manage Custom Fields.
Create:

You can manage your Categories and Makes and add them prior to creating your equipment for easy access from the drop-down lists.

Learn more about how to manage your Categories Learn how to manage your Makes.

Import Equipment Using a Spreadsheet (Web Only)

Step One: Navigate to the Import Equipment Option

Using the Left Navigation Menu, scroll down and click on Management Lists > Equipment.
Click the three dots (by the printer icon) in the upper right, and select Import Equipment.
Download the Sample File (CSV, Excel) and save it on your computer.
Open the file and begin filling in the information.

Note: Do not change any of the column names or add any additional columns.

Step Two: Add Equipment Details to the Spreadsheet.

Name: The display name for the asset.
Type: Must be exact text: Equipment, Tool, or Attachment
Category & Make: Must exist in BusyBusy before importing. (Learn how to Manage Equipment Categories (Web & Mobile))
Model: Model number or code. If unknown, enter Unknown or Misc.
Year (Optional): Year of manufacture.
Hour Meter (Optional - Equipment Only): Enter 0 (Zero) or the current hour meter reading to activate manual hour tracking. Leave blank for Tools or Attachments.
Hourly Rate / Cost (Optional): Non-operator hourly cost to run the asset (e.g.., fuel, maintenance)
Custom Fields: Any custom tracking fields will appear after standard columns.

Save File: Save the completed file as a CSV or Excel (.xlsx) file on your computer.

Step Three: Upload Equipment Spreadsheet

Return to BusyBusy in your web browser.
Go to Management Lists > Equipment.
Click the three dots in the upper right (next to the printer icon) and select Import Equipment.
Click Upload and select your saved spreadsheet from your computer.

Note: If any errors occur during upload, BusyBusy will highlight the specific row or field so you can fix it and re-upload.

Add Equipment from Mobile

To create and add a new piece of equipment, tool, or attachment in the BusyBusy mobile app (iOS & Android):

Step One: Open the Equipment Creation Screen

Tap the hamburger icon (three horizontal lines) in the upper left corner.
Select Equipment.
Tap the + at the top of the screen.
Select, Equipment, Tools, or Attachments.

Step Two: Fill Out Required Information

Required Fields: Name, Category, Make, and Model.

Name: Enter the display name for the asset.
Category: Tap Category to select an existing option.
1. To create a new category: Tap + > Enter the Category Name > (Optional) Add a photo > Tap Done (iOS) or Save (Android).
2. To manage categories: (Android) Tap the three dots in the top-right > Manage Categories to add, edit, or delete options. (iOS) Tap Manage Categories at the bottom of the screen. Tap the category you want to edit or delete.
Make: Tap Make to select the manufacturer.
1. To create a new make: Tap + > Enter the Make Name > Tap Done (iOS) or Save (Android).
2. To manage makes: (Android) Tap the three dots in the top-right > Manage Makes to add, edit, or delete options. (iOS) Tap Manage Makes at the bottom of the screen. Tap the Make to edit or delete.
Model: Tap Model and type to create a new model, or tap the drop-down arrow to choose a previously created model.
Year: Enter the manufacturing year.
Hourly Cost: Enter the non-operator running cost per hour (e.g., fuel, maintenance).
Custom Fields: Created by your administrator.
Hour Meter: Toggle on to manually track hours, then enter the last known reading.
Note: Hour meter tracking is only available for Equipment, not Tools or Attachments.
Image: Upload an image of the equipment.
Save: Tap Done (iOS) or Save (Android) in the upper-right corner to finish.

Editing Equipment

Note: You can make edits to your equipment details after it has been created. Learn more about Managing Your Equipment.

On Web:

Using the Left Navigation Menu, scroll down and click on Management Lists > Equipment.
Click on the Equipment you wish to edit.
Update the details by clicking on the fields you wish to edit.
Click Save when done.

On Mobile:

Click on the hamburger icon (three horizontal lines) in the upper left corner, then select Equipment.
Click on the Equipment you wish to edit.
Tap on the gear icon in the upper right corner.
Update the details.
Click Done (iOS) or Save (Android) in the upper right hand corner when you’re finished.

Deleting Equipment

Note: You can delete any piece of equipment that you no longer wish to have in your account.

STOP! Are you sure you want to proceed? If you delete a piece of equipment, it will be gone forever!

On Web:

Go Management List > Equipment.
Click the three dots next to the piece of equipment you wish to delete, and select Delete.
You can also delete a piece of equipment by clicking on the equipment and selecting the Delete button in the upper right corner.

Note: To delete multiple pieces of equipment at one time, simply check the box next to each piece of equipment you wish to delete, and then click on the Garbage Can icon in the upper banner.

On Mobile:

Click on the hamburger icon (three horizontal lines) in the upper left corner, then select Equipment.
Click on the Equipment you wish to edit.
Tap on the Gear icon in the upper right corner.
Click on the Garbage Can icon in the upper right.
Click on the Delete option from the pop-up window.

Good To Know:

Equipment Certifications Tracking

Accounts with the Operations Module can require specific certifications before employees operate equipment.

Add requirements: Go to Equipment Details to assign required certifications.
Restrict access: Uncertified employees will be blocked from selecting or operating the equipment.
Guides: Certifications on Web | Certifications on Mobile

GPS Tracking & DashCams

Track asset locations and driver safety directly within BusyBusy:

GPS Equipment Tracking: Delivers independent GPS signals and telematics data 24/7—even when operators are clocked out.
DashCams (On-Road Vehicles Only): Captures cab interior and exterior road views.
Read the GPS Equipment Tracking FAQ for hardware details.

Interested in adding Certification Tracking, GPS Devices, or Cameras to your account? Contact your Account Executive, or Client Success Manager for more information.