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
• Exporting Equipment
• Importing Equipment
• Integrations Compatibility
• Equipment Manager versus Equipment Inventory Dashboard

Introduction

With XOi’s new 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 holistic, searchable view of your organization’s assets. Use the search bar or filters to locate equipment by:

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

*Premium users can also filter by Equipment Type.

Viewing Equipment

Results appear in a data table where all users see core fields such as:

• Unit Name
• Site
• Customer Name
• Make
• Model Number
• Serial Number
• Keywords
• Last Updated 
   

Premium users will see additional fields like:

• Type
• Vintage
• Age
• Useful Life
• Domain
• Power Supply Config.
• Heat Type
• Refrigerant Charge
• Refrigerant Type

For deeper insights, click any equipment record to open the context pane. All users will see additional details on:

• Dataplate Image
  • Zoom: Use the + or - icons to adjust the view (e.g., 142%).
  • Rotate: Use the rotate icon to orient the image correctly.
  • Download: Click the download icon to save the image to your device.

• CMMS UID: A unique identifier for the asset, typically originating from a system of record such as a CMMS. It establishes a one-to-one relationship between XOi’s equipment data and the asset records maintained in an organization’s systems.
• Asset Tag ID: A unique or semi-unique identifier for the asset, usually affixed to or noted on the physical asset itself and tracked in a system of record such as a CMMS. Unlike the CMMS UID, this identifier is often not guaranteed to be unique and is not system-generated.

Premium users gain access to enriched data, which provides detailed specifications about the equipment technicians encounter in the field. These fields include:

• Age: The age of the physical asset, in years.
• Equipment Type: The type of asset, aligned with one of the following categories.
• Product: Manufacturer-provided attributes such as asset description, product documentation, and product lifecycle details.
• Classification: A multi-tiered asset classification schema describing domain, type, and subtype, with optional designators for asset status and criticality.
• Lifecycle: Lifecycle information essential for managing the asset, including manufacture date, age, and expected useful life.
• Dimensions: Physical characteristics such as size and/or weight.
• Power: Power supply configuration, including voltage, current, and phase requirements.
• Heating: Heating characteristics such as fuel source, rated output capacity, staging, and performance levels.
• Cooling: Cooling characteristics such as rated output capacity, cooling circuits, staging, and performance levels.
• Airflow: Discharge orientation and air circulation rates, including volume, velocity, and/or pressure.
• Filters: Manufacturer-specified filter types, quantities, and sizes for outdoor and/or return-air filters.
• Refrigerant: For direct expansion (DX) assets, refrigerant characteristics including type, charge, chemical compound, safety classification, and regulatory/compliance details.
• Controls: Control interface configuration provided by the manufacturer, including economization type and pressure relief (if applicable).
• Fans: Fan motor size(s), configuration, and speed control, as specified by the manufacturer.
• Coils: Evaporator and condenser coil specifications such as surface area and fin density.

 

Why You Might See Duplicate Equipment

As organizations adopt Equipment Manager, some may notice duplicate equipment already in their system.

This isn’t caused by Equipment Manager itself.

These duplicates often stem from earlier data capture processes — for example:

• OCR errors (like reading “O” instead of “0”)

• Slight differences in job locations (e.g., “221 Hart St.” vs. “221 Hart Street”)

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*
• Customer Name**
• Make
• Model Number
• Serial Number

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

*Editing Site

You can’t edit the site  directly. You can change the site to a brand new site or an existing iste. 

**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.

 

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. Using the Add Equipment button to create new sites or customers as you add assets, or import many at once with 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. Each record includes a status icon with definitions at the top of the table. 

Selecting “Show Enrichment Summary” 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