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Equipment Sets

Learn how to manage equipment sets - logical groupings of items that are used together but require individual inspection tracking.

What Are Equipment Sets?​

Equipment sets represent collections of items that are physically used together as a unit, but each item has its own inspection requirements. Unlike regular item groups, equipment sets provide:

  • Individual inspection tracking - Each item maintains its own inspection schedule
  • Set-level inspection workflow - Inspect all items in sequence
  • Compliance monitoring - Track overall set compliance status
  • Automatic blocking - Block sets when items fail inspection
  • Set reports - View comprehensive compliance reports

Example Use Cases​

Set NameItemsPurpose
Climbing Kit #1Harness, Rope, Carabiners, Belay DeviceComplete climbing safety equipment
Rescue Equipment AStretcher, First Aid Kit, AEDEmergency response kit
Welding Station 3Welder, Mask, Gloves, ApronComplete welding workstation
Fire Response KitExtinguisher, Blanket, HoseFire safety equipment set

Accessing Equipment Sets​

Equipment Sets

  1. Go to Items > Equipment Sets in the main menu
  2. View all equipment sets in your organization

Equipment Sets List​

The list shows:

ColumnDescription
NameSet name and identifier
StatusOverall compliance status
ItemsNumber of items in the set
Next InspectionWhen the next item inspection is due
ActionsQuick actions (Inspect, Edit, Delete)

Status Indicators​

Equipment sets display status badges based on item inspection status:

StatusColorMeaning
OKGreenAll items have valid inspections
Due SoonYellowAt least one item has inspection due soon
OverdueOrangeAt least one item has overdue inspection
FailedRedAt least one item failed last inspection
BlockedRed with iconSet is blocked due to failed items

Creating an Equipment Set​

Using the Creation Wizard​

  1. Go to Items > Equipment Sets
  2. Click Create Set or +
  3. Complete the wizard steps:

Step 1: Basic Information​

  • Set Name - Descriptive name (e.g., "Climbing Kit #1") (required)
  • Description - What the set contains
  • Set Identifier - Visual identifier code (e.g., color code, tag number)
  • Category - Optional category for organization (e.g., "Fall Protection")

Step 2: Configuration​

  • Permanent Set - Items cannot be removed individually
  • Complete Inspection Required - All items must be inspected together (see Complete Inspection Enforcement)
  • Block on Failure - Set is blocked if any item fails inspection
  • Custom Fields - Add set-specific metadata as key-value pairs

Step 3: Select Items​

  • Search or browse available items by name, serial number, QR code, or barcode
  • Filter by item type using the dropdown
  • Select items to include in the set
  • Designate a Primary Item (optional) by clicking the star icon
Primary Item

The primary item represents the main piece of equipment in the set. Its status is shown prominently on the set card.

Exclusivity

Each item can only belong to one equipment set. Items already assigned to another set are automatically filtered out of the available list.

Step 4: Review & Create​

  • Review all settings in summary cards
  • Click Create Set

Viewing Set Details​

Set Detail Page​

Click on any equipment set to view its details:

Tabs​

TabContent
ItemsList of items with their inspection status
HistoryRecent set inspection sessions
ReportComprehensive compliance report

Information Panel​

  • Set status and compliance percentage
  • Configuration settings
  • Created/updated timestamps
  • Last inspection date

Inspecting an Equipment Set​

Equipment sets support a streamlined inspection workflow where you inspect all items in sequence.

Starting a Set Inspection​

  1. Open the equipment set
  2. Click Start Inspection
  3. The inspection wizard guides you through each item

During Inspection​

For each item:

  1. View item details and template
  2. Complete the inspection checklist
  3. Mark as Pass, Fail, or Skip
  4. Move to next item
  • Previous/Next - Navigate between items
  • Skip - Skip an item (can return later)
  • Cancel - Cancel the entire session

Completing Inspection​

After all items:

  1. Review results summary
  2. See pass/fail counts
  3. View overall set status
  4. Print or export results

Complete Inspection Enforcement​

When an equipment set has Complete Inspection Required enabled, Kuviq encourages users to inspect all items in the set together rather than individually.

How It Works​

If you try to start an individual inspection on an item that belongs to a set with this setting:

  1. A warning dialog appears: "Complete Set Inspection Recommended"
  2. The dialog explains the item belongs to a set that requires complete inspection
  3. You have two options:
    • Go to Set Inspection - Navigate to the equipment set to start a full set inspection
    • Continue Anyway - Dismiss the warning and proceed with the individual inspection
Soft Enforcement

This is a recommendation, not a hard block. Users can always choose to continue with an individual inspection if needed.

Where the Warning Appears​

The warning is shown at all individual inspection entry points:

  • Item detail page "Start Inspection" button
  • Next inspection widget on the dashboard
  • Inspection links from item lists

Importing Equipment Sets​

You can bulk-import equipment sets from CSV or Excel files using the Import Wizard.

CSV Format​

ColumnRequiredDescription
nameYesSet name
descriptionNoSet description
locationNoLocation name
itemsNoSemicolon-separated item serial numbers

Example CSV​

name,description,location,items
Climbing Kit #1,Complete climbing safety set,Warehouse,SN-001; SN-002; SN-003
Rescue Kit A,Emergency response equipment,Building A,SN-010; SN-011

Import Rules​

  • The import wizard auto-detects equipment set CSVs by their column structure (presence of name and items columns)
  • Items are matched by serial number (case-insensitive)
  • Items must already exist in the system
  • Exclusivity is enforced: the same item serial number cannot appear in multiple sets within the same import
  • A downloadable CSV template with sample rows is available in the Import Wizard

See Bulk Import for the full import workflow.

Set Reports​

Accessing Reports​

  1. Open the equipment set
  2. Click the Report tab

Report Contents​

SectionInformation
Status OverviewOverall status, item count, compliance %
Status BreakdownCount by status (OK, Due Soon, Overdue, Failed)
Item DetailsTable of all items with inspection dates
Inspection HistoryRecent set inspection sessions

Export Options​

  • Print - Print the report
  • PDF - Download as PDF
  • CSV - Export item data

Managing Equipment Sets​

Editing a Set​

  1. Open the set
  2. Click Edit
  3. Modify name, description, or configuration
  4. Save changes

Adding/Removing Items​

  1. Open the set
  2. Go to Items tab
  3. Click Add Items to add new items
  4. Click the remove icon to remove items
Permanent Sets

If the set is configured as "Permanent", you cannot remove individual items.

Setting Primary Item​

  1. Open the set
  2. Go to Items tab
  3. Click Set as Primary on the desired item

Cloning a Set​

Create a copy of an existing set:

  1. Open the set
  2. Click the Clone icon
  3. Enter a new name
  4. Click Clone

Deleting a Set​

  1. Open the set
  2. Click Delete
  3. Confirm deletion
Items Not Deleted

Deleting a set does not delete the items. Items remain in your inventory.

Blocked Sets​

What Causes Blocking?​

If configured with "Block on Failure":

  • Any item failing inspection blocks the entire set
  • Set cannot be used until all items pass
  • Shows prominent blocked status

Unblocking a Set​

  1. Re-inspect the failed item(s)
  2. Ensure all items pass
  3. Set automatically unblocks

Best Practices​

Organizing Equipment Sets​

TipReason
Use descriptive namesEasy identification
Include identifier codesTrack physical equipment
Set meaningful categoriesFilter and organize
Designate primary itemsQuick status overview

Inspection Workflow​

  • Inspect sets regularly as a unit
  • Don't skip items unless necessary
  • Address failures immediately
  • Use the Report tab to track compliance

Configuration Choices​

SettingWhen to Use
PermanentEquipment that must stay together
Complete InspectionSafety-critical equipment
Block on FailureEquipment that cannot be used if any part fails

Equipment Sets vs. Item Groups​

FeatureEquipment SetsItem Groups
Individual item inspectionYesNo
Set-level inspection workflowYesNo
Compliance trackingYesNo
Blocking on failureYesNo
Bulk schedulingNoYes
Hierarchical structureNoYes

Use Equipment Sets when items are used together but need individual tracking. Use Item Groups for organizational grouping and bulk operations.

Common Questions​

Can an item be in multiple equipment sets?​

No. Each item can only belong to one equipment set at a time. This exclusivity is enforced when creating sets, adding items, and during CSV import. To move an item to a different set, remove it from the current set first.

What happens to inspections when I remove an item?​

The item's inspection history is preserved. The item simply no longer belongs to the set.

Can I schedule recurring set inspections?​

Currently, set inspections are initiated manually. Individual items can have their own recurring schedules.

How is compliance percentage calculated?​

Compliance = (Items with OK or Due Soon status) / Total Items × 100

Next Steps​