HVAC Equipment Locator Cloud Online Help

The HVAC Equipment Locator iOS app lets you track, share, and customize your equipment nameplate and maintenance data. The Equipment Locator Cloud website is used in conjunction with the HVAC Equipment Locator mobile app so that you can manage all of your building and equipment data on the web and share the equipment information with other authorized users.

The Carmel Equipment Locator Cloud website is accessed using this URL: https://www.CarmelEquipLocator.com. It allows users of the HVAC Equipment Locator app to manage all of their synchronized building and equipment information on their desktop computer using a standard web browser. In addition, users can add and edit building and equipment information that can subsequently be downloaded to other authorized users' mobile devices. Below describes how to use the Carmel Equipment Locator Cloud website.

Overview

The HVAC Equipment Locator app and website (Equipment Locator Cloud) have been entirely rewritten from the ground up. To understand how the website works requires understanding some basic concepts about it:
  1. Similar to the previous version of this service, there are two components: The app, itself, which is called the HVAC Equipment Locator app, and the web or "cloud" component which is now called the "Equipment Locator Cloud".
  2. The app allows you to define one or more buildings (home, office complex, mall, etc.) and enter location and other information about the building. After defining a building, you can create as many pieces of equipment as you want for that building. For each piece of equipment, you can create as many maintenance events as you want for the piece of equipment. For the purposes of this help, buildings, equipment, and maintenance events are referred to as objects.
  3. Consider Equipment Locator Cloud web site as the management console. It allows you to log in, add/edit/delete buildings and equipment, upload photos and documents for buildings and equipment, assign buildings and equipment to technicians and clients, upgrade your account and much more.
  4. Like you, we are in business to make money. Therefore, if you want to sync and store more than 25 pieces of equipment per company, then you will need to pay a tiered monthly fee (discussed below).
  5. Object "ownership" means that a building or piece of equipment can only be editted by the user who created the object. Any other authorized users who belong to the same company can only view it. "Ownership" of an object can be changed to another user using the Equipment Locator Cloud website.
  6. There are three categories of users defined by the Locator app: administrators, technicians, and clients.
    • Administrators have full access to all buildings and equipment for a company. In other words, admins can view, edit, and delete all buildings and equipment, even those that are "owned" by other technicians within the same company. Also, anytime a technician within the same company adds a building or piece of equipment, it will automatically sync to the admin's device and web account. There is no need for the technician to "share" the object with the admin. Admins can also manage technicians from the same company so that they can view, edit, and assign (or "own") building and equipment information. An admin is always the first person to sign up for a company. In the app registration screen (described below), the admin can register by entering a registration email and password. Once the user is authenticated, the user is automatically assigned a new company id (viewed in the Manage Account portion of the Equipment Locator Cloud website). This company id is subsequently used by a technician, who belongs to the same company, to register (there is a company id input on the app registration screen).
    • Technicians only have access to the buildings and equipment that they have created or that have been assigned to them by the company administrator. Technicians are able to log into the Equipment Locator Cloud website and manage their own buildings and equipment. They can also share their buildings and equipment with other technicians within the same company.
    • Clients are able to only view the buildings and equipment that are assigned to them by the company administrator. They never have any type of editing capabilities. Go to the Equipment Locator Cloud website help for more information on how clients are managed.

Registration and Login

Registration usually occurs through the Locator app, itself. However, you can also register using the website by clicking the "Create Account" link on the Locator home page. This will take you to a web page that allows you to input a registration email (must be valid) and a password. After registering, you will receive a confirmation email with a link that you must click to verify your account.

You can log in to the website by entering your login email and password into the appropriate inputs at the top of the page. Once you are logged in, you will be redirected to the Building List page. If you forget your password, you can click the "Forgot Password" link located on the Locator home page.

Getting Started

After you have successfully logged in, you can begin using the website. There are 4 links located in the upper right-hand side of the website. The "Building List" link allows you to manage the buildings and equipment. The "Manage Account" link allows you to manage your account information and upgrade your account. The "Upgrade" link also allows you to upgrade your account. The "Logout" link logs you out of the website.

Building List

The Building List page displays a list of all of the buildings in your account. This list includes summary information about the buildings. You can sort the list in different ways by clicking the column headers. Also, clicking on the building name takes you to the Building Details page.

In the Building List, there is always a listing labeled "Unassigned Equipment". This is for equipment that have not been assigned to any buildings. This occurs when equipment are migrated from a prior version of the Locator app and no location information was inputted for the equipment. Also, in the Locator app, itself, you can add equipment to the "Unassigned Equipment" category if you do not want to assign it to a building. After it syncs to the cloud, you can view this equipment under the "Unassigned Equipment" listing. When you click the this link, it will take you to a list of the unassigned equipment. Also, there is a drop down next to each listing that lets you assign the equipment to an existing building.

A red circle with an "x" inside it appears on the far right of each listing. By clicking this icon, you can archive the building and all of its equipment. You will be redirected to a webpage that asks for confirmation. Even though the page uses the word "Delete", the information is not actually removed from the database. It just will not appear in the list anymore. Future versions of the website will allow you to restore any archived buildings and equipment.

Add New Building
Click the "Add New Building" button to manually add a new building to the list. It will direct you to the Building Details webpage described below.

Building Details

The Building Details page allows you to view and edit information about the building. It includes all of the same inputs as the Equipment Locator app.

At the top of the page are a number of navigation buttons. The "Return to Building List" button returns to the Building List web page. The "View Equipment List" button directs you to the list of equipment for the current building. A number inside parenthesis is the total number of equipment in the equipment list. The "Download Building Report" button downloads an Excel report that includes a list of all of the equipment, and maintenance events for the current building.

Below the navigation buttons is the input section. On the left-hand side are the "Building Information" inputs:
  1. Building name: This is the name that you originally inputted when you created the building. You can change the building name in this text box.
  2. Building Description: Input a general description of the building.
  3. Address 1: Input the building street address
  4. Address 2: Input an additional building street address
  5. City: Input the building city
  6. State: Input the building state
  7. Zip: Input the building zip code
  8. Country: Input the building country
  9. Contact Name: Input a contact name for the building
  10. Contact Phone: Input a contact phone number for the building
  11. Contact Email: Input a contact email address for the building
  12. Any custom fields that were created in the Locator app will display on the website. You can edit the values of any of the custom fields. However, you cannot add or delete the custom fields, themselves. This can only be done within the app.
  13. Owner: This drop-down allows you to select who "owns" the current building. The owner is defined as the user who is able to update the building data on the web and their mobile device. Any "non-owners" (i.e. - technicians) who have permission can only view the information. The reason we do this is to avoid overwriting data from one user to another. This list is populated by all users who belong to the same company.
On the right-hand side is the "Building Location" coordinates. This displays the coordinates you specified in the "Map It" section of the Locator app. At this time, you can zoom and pan the map and also update the GPS coordinate values. Click the "Map Location" button to re-plot the pushpin according to the inputted latitude and longitude.

User List
The "User List" section displays a list of all administrators, technicians, and clients who belong to the same company (have the same company id). This list allows you to assign a building to a technician or a client and permit them to view the information on their device. Under the "Has Access" column is a drop down that allows you to select whether the user is able to view the building information on their device. Select "Yes" to allow, or "No" to disallow. If you are logged in as an administrator and you are the "owner" of the building, then your user information is read-only since you cannot unassign yourself from a building that you own. The "Assign to All Equipment" button allows you to assign all of the equipment within this building to the user. If a user is given access to a building, they do not by default have access to all of the equipment in that building. The reason we do this is that a building could be large enough that more than 1 technician could service the different pieces of equipment in that building.

Building Photos
The "Building Photos" section allows you to view and add photos to a building. To view a photo, click the thumbnail located in this section and it will blow up to a larger image. Once the larger photo displays, you can click your mouse within the photo and scroll from one photo to the next if there are more than 1. Click the "x" in the upper right-hand corner to close the photo viewer and return to the web page. To add a photo, click the "Browse" button to open your Open dialog box to browse for a photo on your computer. Once you select the photo, its name will appear next to the "Browse" button. Next, click the "Upload Photo" button to actually upload the selected photo to the cloud. After it has uploaded, click the "Save" button, and the photo will appear on all devices that are permitted to view the current building information.

Building Documents
The "Building Documents" section allows you to view and add documents to a building. The types of documents that you can add are Microsoft Word, Excel, PDF, text files, and PowerPoint. To view a document, click the link of the document name and it will download to your computer. To add a document, click the "Browse" button to open your Open dialog box to browse for a document on your computer. Once you select the document, its name will appear next to the "Browse" button. Next, click the "Upload Document" button to actually upload the selected document to the cloud. After it has uploaded, click the "Save" button, and the document will appear on all devices that are permitted to view the current building information.

Save/Cancel
At any time, click the "Save" button to save any changes. Click "Cancel" to cancel any changes and return to the building list.

Equipment List

The Equipment List page is accessed by clicking the "View Equipment List" button on the Building Details page (described above). This page displays a list of all of the equipment for the current building. The list includes summary information about the equipment. You can sort the list by clicking the column headers. Also, click on the equipment name to go to the Equipment Details page.

A red circle with an "x" inside it appears on the far right of each listing. By clicking this icon, you can archive the equipment and all of its maintenance events. You will be redirected to a webpage that asks for confirmation. Even though the page uses the word "Delete", the information is not actually removed from the database. It just will not appear in the list anymore. Future versions of the website will allow you to restore any archived equipment.

Auto-Schedule Maintenance
Click the "Auto-Schedule Maintenance" button to go to a new webpage that allows you to automatically schedule 1 or more maintenance events for all the equipment for the building. See Auto-Schedule Maintenance events below for more details.

Add New Piece of Equipment
Click the "Add New Piece of Equipment" button to manually add new equipment to the list. It will take you to the Equipment Details webpage described below.

Auto-Schedule Maintenance

The Auto-Schedule Maintenance page allows you to automatically generate 1 or more maintenance events for all equipment in a building. The following is an explanation of the inputs:
  1. Initial Maintenance Event Date: Specify the very first date of the series of maintenance event dates that you want to create. When you place your cursor inside the textbox, a calendar control will appear allowing you to select the exact start date.
  2. Repeat Every: This requires 2 inputs: a value in the text box and a selection from the drop down. In the text box, enter a time period that you want the maintenance event date to repeat. In the drop down, select the units of that time period: days, weeks, or months. For example, if you want the maintenance event to occur every 2 months, enter the number 2, then select months.
  3. # of Occurrences (or Repeats): Enter the maximum number of occurrences of the maintenance events to create. For example, if you want to create 6 maintenance events that occur every 2 months, enter 6 for this input, then enter 2 and "Months" in the previous input.
  4. Default Description of Work Text (Optional): Enter default description of work text that you want populated for all new maintenance events that you are creating. This text will fill into the "Description of Work" text box.
  5. Email Reminder: Select an option other than "None" to receive an email alert prior to the maintenance event date. This email will be sent either 1 day, 2 days, or 1 week prior to the maintenance event date, depending upon the selection that you make.

    Press the Generate Maintenance Event(s) button to create the events.

    Equipment Details

    The Equipment Details page allows you to view and edit information about the equipment. It includes all of the same inputs as the Equipment Locator app.

    At the top of the page are a number of navigation buttons. The "Return to Equipment List" button returns to the Equipment List web page discussed above. The "View Maintenance List" button directs you to the list of all maintenance events for the current equipment. A number inside parenthesis is the total number of maintenance events for the equipment.

    Below the navigation buttons is the input section. On the left-hand side are the "General Equipment Information" inputs:
    1. Equipment Name: This is the name that you originally inputted when you created the equipment. You can change the equipment name in this text box.
    2. Description: Input a general description of the equipment.
    3. Make: This is the manufacturer or make of the equipment (i.e. - Carrier, Trane, York, Lennox, etc.)
    4. Model Number: This is the manufacturer's equipment model number
    5. Serial Number: This is the unique serial number assigned to the equipment
    6. Unit Number: This is a generic unit number assigned by the building owner or contractor (i.e. - #1, #10)
    7. Volts/Phase: This is the number of volts and phase for the equipment (i.e. - 460/3)
    8. Age: This is the age of the unit in any units (i.e. - 10 years, 18 months, etc.)
    9. Last Sync Date: This is the timestamp of the last sync with a device.

      The following 3 inputs are "custom" inputs that come prepopulated with the app. These custom inputs can be managed on the mobile device.

    10. Unit Type: This is a dropdown that lists a couple of common HVAC unit types including:
      1. RTU (Rooftop unit)
      2. Condensor
      3. A/H (Air handler)
      4. VAV (Variable air volume)
      5. Other
    11. Compressor Type: This is a dropdown that lists a couple of common compressor types including:
      1. Tin Can
      2. Cast Iron
      3. Other
    12. Refrigerant Type: This is a dropdown that lists a number of refrigerant types.
    13. Custom Fields (if any): Any custom fields that were created in the mobile app will display on the website. You can edit values for any of the custom fields. However, you cannot add or delete the custom fields, themselves. This can only be done within the app.
    14. Owner: This drop-down allows you to select who "owns" the current equipment. The owner is defined as the user who is able to update the equipment data on the web and their mobile device. Any "non-owners" (i.e. - technicians) who have permission can only view the information. The reason we do this is to avoid overwriting data from one user to another. This list is populated by all users who belong to the same company.
    On the right-hand side are the "Equipment Location" coordinates. This displays the coordinates you specified in the "Map It" section of the app. At this time, you can zoom and pan the map and also update the GPS coordinate values. Click the "Map Location" button to re-plot the pushpin according to the inputted latitude and longitude values.

    User List
    The "User List" section displays a list of all administrators, technicians, and clients who belong to the same company (have the same company id). This list allows you to assign a piece of equipment to a technician or a client and permit them to view the information on their device. Under the "Has Access" column is a drop down that allows you to select whether the user is able to view the equipment information on their device. Select "Yes" to allow, or "No" to disallow. If you are logged in as an administrator and you are the "owner" of the building, then your user information is read-only since you cannot unassign yourself to a building that you own. Please note that if a technician is assigned to a piece of equipment (i.e. - "Has Access" is "Yes") but he is not assigned to its parent building (i.e. - "Has Access" is "No"), then the technician will automatically be assigned to the parent building.

    Equipment Photos
    The "Equipment Photos" section allows you to view and add photos to a piece of equipment. To view a photo, click the thumbnail located in this section and it will blow up to a larger image. Once the larger photo displays, you can click your mouse within the photo and scroll from one photo to the next if there are more than 1. Click the "x" in the upper right-hand corner to close the photo viewer and return to the web page. To add a photo, click the "Browse" button to open your Open dialog box to browse for a photo on your computer. Once you select the photo, its name will appear next to the "Browse" button. Next, click the "Upload Photo" button to actually upload the selected photo to the cloud. After it has uploaded, click the "Save" button, and the photo will appear on all devices that are permitted to view the current equipment information.

    Equipment Documents
    The "Equipment Documents" section allows you to view and add documents to a piece of equipment. The types of documents that you can add are Microsoft Word, Excel, PDF, text files, and PowerPoint. To view a document, click the link of the document name, and it will download to your computer. To add a document, click the "Browse" button to open your Open dialog box to browse for a document on your computer. Once you select the document, its name will appear next to the "Browse" button. Next, click the "Upload Document" button to actually upload the selected document to the cloud. After it has uploaded, click the "Save" button, and the document will appear on all devices that are permitted to view the current equipment information.

    Save/Cancel
    At any time, click the "Save" button to save any changes. Click "Cancel" to cancel any changes and return to the equipment list.

    Maintenance List

    The Maintenance List page is accessed by clicking the "View Maintenance List" button on the Equipment Details page (discussed above). This page displays a list of all of the maintenance events for the current equipment. This list includes summary information about the maintenance events. You can sort in different ways by clicking the column headers. Also, click on the maintenance event name to go to the Maintenance Details page.

    A red circle with an "x" inside it appears on the far right of each listing. By clicking this icon, you can archive the maintenance event. You will be redirected to a web page that asks for confirmation. Even though the page uses the word "Delete", the information is not actually removed from the database. It just will not appear in the list anymore. Future versions of the website will allow you to restore any archived maintenance events.

    Auto-Schedule Maintenance
    Click the "Auto-Schedule Maintenance" button to go to a new webpage that allows you to automatically schedule 1 or more maintenance events for this specific piece of equipment. See Auto-Schedule Maintenance events below for more details.

    Add New Maintenance
    Click the "Add New Maintenance" button to manually add a new maintenance event to the list. It will take you to the Maintenance Details webpage that is described below.

    Auto-Schedule Maintenance

    The Auto-Schedule Maintenance page allows you to automatically generate 1 or more maintenance events for this specific piece of equipment. The following is an explanation of the inputs:
    1. Initial Maintenance Event Date: Specify the very first date of the series of maintenance event dates that you want to create. When you place your cursor inside the textbox, a calendar control will appear allowing you to select the exact start date.
    2. Repeat Every: This requires 2 inputs: a value in the text box and a selection from the drop down. In the text box, enter a time period that you want the maintenance event date to repeat. In the drop down, select the units of that time period: days, weeks, or months. For example, if you want the maintenance event to occur every 2 months, enter the number 2, then select months.
    3. # of Occurrences (or Repeats): Enter the maximum number of occurrences of the maintenance events to create. For example, if you want to create 6 maintenance events that occur every 2 months, enter 6 for this input, then enter 2 and "Months" in the previous input.
    4. Default Description of Work Text (Optional): Enter default description of work text that you want populated for all new maintenance events that you are creating. This text will fill into the "Description of Work" text box.
    5. Email Reminder: Select an option other than "None" to receive an email alert prior to the maintenance event date. This email will be sent either 1 day, 2 days, or 1 week prior to the maintenance event date, depending upon the selection that you make.

      Press the Generate Maintenance Event(s) button to create the events.

      Maintenance Details

      The Maintenance Details page allows you to view and edit information about the maintenance event. It includes all of the same inputs as the Equipment Locator app.

      At the top of the page is a navigation button. The "Return to Maintenance List" button redirects to the maintenance list web page.

      Below the navigation button is the input section. On the left-hand side are the "General Maintenance Info" inputs:
      1. Maintenance date: Input the date and time that the maintenance event occured. This date/time combination is automatically generated when you create the maintenance event. However, you can override it.
      2. Description of work: Input a short general description of the equipment maintenance event.
      3. # of hours worked: Input the number of hours worked on the maintenance event.
      On the right-hand side are the "Detailed Maintenance Info" details. It displays standard inputs and also all custom inputs.
      1. Filter change: Input Yes or No whether you are changing a filter. If so, the next input will be enabled allowing you to input the filter size.
      2. Filter size: Input the filter type or size
      3. Belt replacement: Input Yes or No whether you are replacing a fan belt. If so, the next input will be enabled allowing you to input the replacement belt size.
      4. Belt size: Input the belt type or size

        The following 3 inputs are "custom" inputs that come prepopulated with the app. These custom inputs can be managed on the mobile device.

      5. Other maintenance 1,2,3: These dropdowns allow you to choose from a list of predefined HVAC maintenance types
      6. Custom Fields (if any): Any custom fields that were created in the mobile app will display on the website. You can edit values for any of the custom fields. However, you cannot add or delete the custom fields, themselves. This can only be done within the app.
      Maintenance Photos
      The "Maintenance Photos" section allows you to view and add photos to a maintenance event. To view a photo, click the thumbnail located in this section and it will blow up to a larger image. Once the larger photo displays, you can click your mouse within the photo and scroll from one photo to the next if there are more than 1. Click the "x" in the upper right-hand corner to close the photo viewer and return to the web page. To add a photo, click the "Browse" button to open your Open dialog box to browse for a photo on your computer. Once you select the photo, its name will appear next to the "Browse" button. Next, click the "Upload Photo" button to actually upload the selected photo to the cloud. After it has uploaded, click the "Save" button, and the photo will appear on all devices that are permitted to view the current maintenance information.

      Maintenance Documents
      The "Maintenance Documents" section allows you to view and add documents to a maintenance event. The types of documents that you can add are Microsoft Word, Excel, PDF, text files, and PowerPoint. To view a document, click the link of the document name, and it will download to your computer. To add a document, click the "Browse" button to open your Open dialog box to browse for a document on your computer. Once you select the document, its name will appear next to the "Browse" button. Next, click the "Upload Document" button to actually upload the selected document to the cloud. After it has uploaded, click the "Save" button, and the document will appear on all devices that are permitted to view the current maintenance event.

      Save/Cancel
      At any time, click the "Save" button to save any changes. Click "Cancel" to cancel any changes and return to the maintenance list.

      Manage Account

      The Manage Account web page allows you to manage your account information and, if you are an administrator, assign users to your company so they can share building and equipment information.
      1. User Type: This is a read-only input that displays the type of user you are: administrator, technician, or client.
      2. Login Email: This is a read-only input that displays the login email of the currently logged-in user.
      3. Login Password: By default, this input is blank. If you wish to update your password, enter a new password then click "Save". The next time you log in via the website, you will need to type in the new password. Also, you will need to update the password in your Locator app on your device.
      4. First Name: Enter your first name
      5. Last Name: Enter your last name
      6. Email: Enter your email address. This can be the same or different from your login email.
      7. Company Name: Enter your company name
      8. Company Id: This is a read-only input that displays the company id that was automatically assigned to you. If you are an administrator and you wish other technicians within your company to sign up, they will need this same company id so that they appear in the user list described below.
      9. Address 1: Enter your address
      10. Address 2: Enter your part 2 address
      11. City: Enter your city
      12. State: Enter your state
      13. Zipcode: Enter your zipcode
      14. Country: Enter your country
      15. Phone number: Enter your phone number
      User List
      The "User List" section is only available to administrators. It displays a list of all administrators, technicians, and clients that belong to the same company (have the same company id). This list allows you to approve any technicians who have registered (using the Equipment Locator app) using your company id. Under the "User Status" column, select either "Assigned" or "Unassigned". Once the user is assigned, then their name will appear in the "User List" sections of the Building and Equipment Details web pages giving you the option to assign them to a building or equipment.

      Manage Clients
      The "Manage Clients" button takes you to a new web page that allows you to add "clients" to your company. Clients are permitted to view selected building and equipment information but not edit. On the "Manage Clients" web page is a list of all of the company clients. To add a new client, click the "Add New Client" button. To edit an existing client, click the client's last name. To delete a client, click the red "x" icon on the far right-hand side.

      After clicking "Add New Client" or editing an existing client, it will take you to the Client Details web page. It includes the following inputs.
      1. Login Email: Input the login email client the client
      2. Login Password:Input the login password for the client
      3. First Name: Enter the client's first name
      4. Last Name: Enter the client's last name
      5. Email: Enter the client's email address. This can be the same or different from the login email.
      6. Phone number: Enter the client's phone number
      7. Address 1: Enter the client's address
      8. Address 2: Enter the client's part 2 address
      9. City: Enter the client's city
      10. State: Enter the client's state
      11. Zipcode: Enter the client's zipcode
      12. Country: Enter the client's country
      Once completed entering the above information, click the "Save" button to return to the client list. Click the "Return to Account Page" button to return to the Manage Account web page. Now, you will be able to "assign" the client to your company, and their name will appear in the "User Lists" for buildings and equipment.

      Upgrade

      To upgrade your account, click the "Upgrade" link in the upper right-hand corner of the website.

      Synchronization

      The Equipment Locator Cloud automatically synchronizes all of your information to the appropriate devices. The sync frequency depends upon the settings of the specific mobile device.

      Security

      The HVAC Equipment Locator and the accompanying Equipment Locator Cloud utilize the following security measures to ensure that your equipment information is safe and secure, including:
      1. User Authentication: To synchronize information to and from the web portal and also to log into the web portal, you must input proper login and password information.
      2. Encryption: All information is transmitted from the mobile app to and from the web server using 512-bit SSL encryption. This means that the information is wirelessly transmitted without any risk of hackers intercepting this data.
      3. Secure server w/Backup: The server(s) that host the Equipment Locator Cloud are located at a highly secure colocation facility in downtown San Francisco. In addition, the server(s) contain the latest antivirus and firewall software, and are periodically backed up to ensure data continuity.

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