Getting Started: Equipment Manager

Roles Admin, Job/User Editor, Job Editor, and User can be permitted to access this feature. 

Equipment Manager enables service teams to create, manage, and maintain an accurate equipment inventory. This inventory serves as the foundation for operational control, strategic planning, and improved end-customer satisfaction.

• Introduction
• Feature Requirements
• How to Configure
• Searching & Filtering Equipment
• Viewing Equipment
• Editing Equipment
  • Bulk Editing Actions
• Exporting Equipment
• Importing Equipment
• Integrations Compatibility
• Equipment Manager versus Equipment Inventory Dashboard

Introduction

With XOi’s Equipment Manager, you can centrally create, manage, and organize your equipment records while automatically supplementing with essential, structured specification data - helping streamline day-to-day operations for frontline service delivery teams while supporting strategic, enterprise-scale investment and decarbonization planning initiatives.

Equipment records come from:

• Technicians scanning or selecting equipment in XOi Mobile
• Admins adding equipment on jobs in XOi Web
• Users adding equipment directly in the Equipment Manager

Feature Requirements

XOi Web: This feature is available to all customers, however, key functionality will only be available/accessible by clients on the Premium Package:

• Filter the EqM data table by equipment type
• View specification data in the data table, the context pane, and in exports
• Viewing enrichment summary and status

 For access to Premium features, contact your Customer Success Manager today.

How to Configure

Admins automatically have access to Equipment Manager, and they can enable it for other users through the user profile settings. 

To give another user access:

1. Sign in to XOi Web and go to Administration > Users.
2. Find the user you want and click Edit.
3. Scroll to Equipment Management and check Access to Equipment Management.

Note: This toggle is not visible for Admins since they already have access by default.

4. Click Update to save.

Once access is turned on, the user will see a new Operations tab in XOi Web. Select Equipment to open Equipment Manager.

Searching & Filtering Equipment

Equipment Manager gives you a complete, searchable view of your organization’s assets. Search using terms such as:

• Unit Name
• Customer
• Keywords
• Site
• Manufacturer
• Serial Number
• Model Number

Filter by Column

1. Hover over a column header and click the Filter icon.
2. Enter or select your filter criteria.
3. The table updates instantly to show only matching records.

Apply filters to multiple columns to further narrow your results. Clear a filter at any time to return all records.

Viewing Equipment

Search results appear in a data table with fields organized into sections, such as:

• Identifiers
• Site
• Nameplate
• Equipment State
• Classification
• Version Control

 

The spreadsheet view displays a wide range of equipment information, but you can customize which columns are visible.

Show or Hide Columns

1. Click the gear icon in the top right of the toolbar.
2. Check or uncheck individual columns to show or hide them instantly.
3. Check or uncheck a category name to show or hide all columns in that category.

Reset to Default
To restore the default column layout, select Reset to Default from the column manager menu.

For more details, click any equipment record to open the context pane.

The context pane includes every field available in spreadsheet view, the CMMS UID, and the equipment’s dataplate image with options to:

• Zoom using the + or - icons.
• Rotate the image.
• Download the image to your device.

Premium users gain access to enriched equipment data, providing detailed manufacturer specifications for assets in the field. Available fields include:

• Age: Asset age in years.
• Equipment Type: Standardized asset category.
• Product: Manufacturer details, including asset description, documentation, and lifecycle information.
• Classification: Multi-tier asset classification, including domain, type, subtype, and optional status or criticality.
• Lifecycle: Manufacture date, age, and expected useful life.
• Dimensions: Physical size and weight.
• Power: Voltage, current, phase, and power supply requirements.
• Heating: Fuel source, capacity, staging, and performance characteristics.
• Cooling: Capacity, cooling circuits, staging, and performance characteristics.
• Airflow: Discharge orientation and airflow characteristics, including volume, velocity, or pressure.
• Filters: Manufacturer-specified filter types, quantities, and sizes.
• Refrigerant: Refrigerant type, charge, safety classification, and compliance details for direct expansion (DX) equipment.
• Controls: Manufacturer control interface details, including economizer and pressure relief information where applicable.
• Fans: Motor size, configuration, and speed control.
• Coils: Evaporator and condenser coil specifications, including surface area and fin density.

Editing Equipment

Maximize operations by keeping equipment organized and accurate. Add clear unit names, tie each asset to the right customer and site, and reduce mistakes with easy editing. 

The key fields that can be updated are:

• Unit Name
• Site - You can’t edit the site directly. You can change the site to a brand new site or an existing site. 
• Customer Name*
• Make
• Model Number
• Serial Number
• CMMS UID

Changes sync back to technicians in XOi Mobile within a few minutes.

*Editing Customer Name

You can’t edit the customer name directly. To change the customer, you’ll need to update the site.

If the customer already exists:

Edit the site and search for the site name that’s linked to the correct customer. Select that site to update the customer connection.

If the customer doesn’t exist yet:

Edit the site and choose Create new site. Then select Create new customer and fill out the forms for the new customer and site details.

Bulk Editing Equipment

Selecting Records

Select records to perform bulk actions.

1. Click the checkbox at the beginning of each row you want to select.

Note: Clicking a checkbox selects a record. Clicking anywhere else on the row opens the details pane. If the details pane is already open, selecting another record does not change the record being displayed.

After selecting one or more records, the bulk actions toolbar appears in the upper-right corner.

Delete

Delete up to five records at once. Confirm the deletion when prompted.

⚠️ Deleted records cannot be recovered.

Merge

Merge two to five duplicate records into a single surviving record while preserving the merged data.

Add Keywords

Apply one or more keywords to all selected records.

Update Site and Customer

Assign or update the Site and Customer for all selected records at once.

Export

Export up to 20,000 selected records as a CSV file.

 

Exporting Equipment

Exporting is simple with the Export Records button. 

 Filter which equipment you want to include in the export. You can filter by:

• Customer Name
• Site Name
• Equipment Type (Premium only)
• Keywords 

By default, if filters are applied to the table before selecting Export Records, only the units visible from the filter will be included in the export. You may remove these filters or add on to them using the Bulk Export Records form. 

The number of assets you’ve selected will appear next to the Export Records button. 

After setting your filters and confirming the number of assets, click Export Records to download a CSV file to your device.

• The file will include all identification data for the equipment you selected.
• Premium users will also receive 150+ additional specification fields in the export.
   

Importing Equipment

Adding equipment is fast and flexible. You can use the Add Records button to create new sites or customers while adding assets, or save time by importing multiple assets at once with a bulk upload.

Choose to import one or many and follow the steps. For a step-by-step guide read: How Do I Import Into The Equipment Manager?

*Changes sync back to technicians in XOi Mobile within a few minutes.

For Premium users, enrichment begins immediately after import. Selecting the Enrichment Summary icon reveals percentages of records enriched by model and serial numbers, as well as those originally entered with make, model, or serial information. 

An equipment’s enrichment status can be updated for two reasons:

• You edit the equipment – If you change details like the model or serial number, the system will check again to see if new enrichment data can be added.
• New data becomes available – As XOi updates its database with new equipment types and models, your equipment will be rechecked. This may turn partially enriched or previously unenriched items into fully enriched ones.

This enriched data unlocks new opportunities by helping you identify customer and site-specific growth, create stronger quotes and capital plans, and export deeper insights for analysis in other tools.

Integration Compatibility

Equipment Manager has limited integration with field service management (FSM) systems.

• Changes made in your FSM system do not sync into Equipment Manager.
• Changes made in Equipment Manager generally do not sync back to your FSM.
• The only exception is when equipment is captured or selected on an FSM job. In that case, some dataplate information (make, model, serial) may sync back if your integration supports it.
  • ServiceTitan
  • COINS
  • ESC
  • Data-Basics
  • SimPro
  • Zendesk 

Equipment Manager versus Equipment Inventory Dashboard

	Equipment Inventory	Equipment Manager
Overview	Is a Tab in Dashboards section	Is a feature dedicated to holistic equipment management, not just viewing data
Data modification	Read Only Data	Data can be edited and modified
Adding Equipment	Cannot add equipment records	Can add new equipment records
Specification Data	Provides some specification data points	Provides all specification data points
Equipment Enrichment	Attempts to enrich only if full MMS is available	Attempts to enrichment any and all equipment added into the org
Enrichment Speed	Enrichment details are provided after 4 hour	Enrichment provided near-instantly
Jobs information	Contains information about equipment last seen date/job	No information about jobs yet
Future Plans	Will be Sunset.	New foundation for equipment data for foreseeable future
Scheduled Reports	Separately, a corresponding dataset in the report builder allows for scheduled sending CUSTOMIZED versions of the data (not intending to deprecate this portion)	Does not support scheduled reporting