Summary:
This article explains how to enable the Equipment Register on AssureGO+ to allow authenticated mobile users to select equipment directly from the register when completing inspection, maintenance, or incident forms. It covers configuration steps, module-specific behaviours, authentication requirements, and troubleshooting guidance.
Prerequisites:
- AssureGO+ Authentication must be enabled for users
- Users must have an AssureGO+ account (Assure license not required)
- Equipment must exist in the Equipment Register
- Users must be online and logged in to access the Equipment Register
- Appropriate Organisational Unit permissions must be configured
- The Equipment Reference Field must be included in the questionnaire
Problem/Intent:
Organizations need frontline mobile workers to accurately link equipment records when submitting inspection, maintenance, or incident forms. Manual entry of equipment identifiers is error-prone and time-consuming. Enabling the Equipment Register on AssureGO+ allows authenticated users to search or scan equipment directly from the system, ensuring accurate data capture and reducing submission errors.
This feature is available on the following sub modules:
- Incident Record
- Noise Assessment
- Equipment Maintenance
- Equipment Issue
- Lifting Equipment
- Electrical Testing
- RPE / PPE Maintenance
- Air Emissions
- Release to Water
- Land Contamination
Steps:
To Enable Equipment Register on an Existing Questionnaire:
- Navigate to Settings > Portal > Questionnaire in Assure.
2. Locate and click Edit on the questionnaire where Equipment Register selection is needed.
3. Scroll to the Registers section within the questionnaire settings.
4. Enable the Equipment Register checkbox.
5. Click Save to apply the changes.
6. Verify that the Equipment Reference Field is included in the questionnaire form. If not present, add the field before saving.
To Enable Equipment Register on a New Questionnaire:
- Navigate to Settings > Portal > Questionnaire in Assure.
- Click +New button.
3. Build the questionnaire structure and configure fields as needed.
4. Add the questionnaire to AssureGO+ by enabling the appropriate portal settings.
5. Include the Equipment Reference Field in the form layout.
6. In the Registers section, enable the Equipment Register checkbox.
7. Click Save to publish the questionnaire.
Important Note: Registers themselves cannot be published to AssureGo+. Only linking to registers within an AssureGo+ form is possible to retrieve details from a register to use in conjunction with an inspection or assessment.
User Experience on AssureGO+:
- Authenticated users opening the form will see two options: Select from the list or Enter Manually.
- Unauthenticated or offline users will only see Enter Manually or users can click the QR scan button to load the devices camera and scan a piece of equipment to populate the details directly from the a register.
3. When selecting Select from the list, users can search by equipment name, identifier, or use the QR/barcode scanner.
4. Selected equipment details populate automatically on the form.
5. Users can remove or change equipment selection before submitting.
6. When Enter Manually is selected, users can type equipment identifiers or use the QR/barcode scanner button (appears automatically when Equipment Reference Field is present).
Notes & Warnings:
- Asset Modules Require Equipment Selection: Modules such as Equipment Maintenance, Equipment Issue, Lifting Equipment, Electrical Testing, and RPE/PPE Maintenance require equipment to be selected for record creation. Records submitted with equipment selected from the register can be auto-processed if configured. Manually entered equipment or unauthenticated submissions will route to the Portal Queue for manual review.
- Optional Equipment Linking: Incident Record and Noise Assessment modules allow optional links to the Equipment Register and can auto-process regardless of whether equipment is selected.
- Offline/Unauthenticated Limitations: Users who are offline or not logged in cannot access the Equipment Register and must enter equipment details manually.
- Portal Masking: If portal masking is enabled, users will only see equipment from Organisational Units they have access to.
- Archived or Deleted Equipment: Equipment that has been archived or deleted will not appear in the Equipment Register search results.
-
QR/Barcode Scanning: The QR/barcode scanner button appears automatically when the Equipment Reference Field is present in the questionnaire.
Examples:
Example 1: Equipment Maintenance Form
A technician logs into AssureGO+ to complete an equipment maintenance checklist. They select Select from the list, scan the equipment's QR code, and the system auto-fills the equipment name, model, and serial number. The record is auto-processed upon submission.
Example 2: Incident Record with Optional Equipment
A worker reports an incident via AssureGO+. They select Select from the list to link a forklift involved in the incident. The equipment details populate automatically. Because Incident Record allows optional equipment linking, the form auto-processes even if no equipment is selected.
Example 3: Manual Entry for Unauthenticated User
An unauthenticated user completes an Equipment Issue form offline. They select Enter Manually and type the asset tag number. Upon submission, the record enters the Portal Queue for manual review and processing.
Troubleshooting:
| Issue | Cause | Resolution |
|---|---|---|
| "I cannot see a 'Registers' section on my portal questionnaire dashboard" | The module does not support Equipment Register linking, or the Registers section is hidden. | Verify the module is listed under supported sub-modules (Equipment Maintenance, Equipment Issue, Lifting Equipment, Electrical Testing, RPE/PPE Maintenance, Air Emissions, Release to Water, Land Contamination, Incident Record, Noise Assessment). Check module setup to ensure the Registers section is enabled. |
| "My questionnaire is set to auto-process but records go into the portal queue" | User manually entered equipment for an Asset Module, or selected equipment does not exist in the register. | For Asset Modules, ensure users select equipment from the register (not manual entry). Verify the equipment exists in the Equipment Register and is not archived. Review questionnaire configuration to ensure direct input settings are not overriding auto-processing rules. |
| "I cannot find the piece of equipment I am searching for" | Portal masking is restricting visibility, or the equipment is archived/deleted. | Check portal masking settings to ensure the user's Organisational Unit has access to the equipment. Verify the equipment is not archived or deleted in the Equipment Register. Add missing equipment to the register if necessary. |
| "I cannot see the Equipment Register on AssureGO+ even though it has been enabled" | User is not authenticated, is offline, or the Equipment Reference Field is missing from the questionnaire. | Ensure the user is logged into AssureGO+ and online. Verify the Equipment Reference Field is included in the questionnaire. Check AssureGO+ Authentication settings to confirm the user has access. |
| "QR/Barcode scanner is not appearing" | The Equipment Reference Field is not included in the questionnaire. | Add the Equipment Reference Field to the questionnaire form layout and save. The QR/barcode scanner button will appear automatically. |
Related Articles
- Enabling the selection from the Person Register on AssureGO+
- Equipment Maintenance - IQ Templates
- Overview of the Data Extraction API's
Applicable Modules/Areas:
- AssureGO+ (Progressive Web App): Mobile form submission, equipment selection, QR/barcode scanning
- Equipment Register: Equipment data storage, retrieval, and linking
- Portal Questionnaire Configuration: Register enablement, field configuration, auto-processing rules
- Asset Modules: Equipment Maintenance, Equipment Issue, Lifting Equipment, Electrical Testing, RPE/PPE Maintenance, Air Emissions, Release to Water, Land Contamination
- Incident Module: Optional equipment linking for Incident Records and Noise Assessments
- AssureGO+ Authentication: User access control, online/offline behaviour
- Portal Queue: Manual review and processing of submissions
Cross-Module Dependencies:
- Equipment must exist in the Equipment Register before it can be selected on AssureGO+.
- AssureGO+ Authentication must be enabled for users to access the Equipment Register.
- Portal masking settings affect which equipment records are visible to users.
- Auto-processing rules interact with equipment selection behaviour (register selection vs. manual entry).
- QR/barcode scanning functionality relies on the Equipment Reference Field being present in the questionnaire.
AI Metadata
Product Area: AssureGO+, Equipment Register, Portal Configuration
User Role: Mobile User, EHS Administrator, System Administrator, Frontline Worker
Tags: Equipment Register, AssureGO+, Mobile Forms, Equipment Selection, QR Code Scanning, Barcode Scanning, Portal Configuration, Auto-Processing, Authentication, Asset Management, Questionnaire Configuration
Version/Region: Assure (all versions), AssureGO+ (all regions)
Important Synonyms: Equipment Register, Asset Register, Equipment Inspection, Equipment Maintenance, Mobile Equipment Tracking, Equipment Reference Field, Portal Queue, AssureGO+ Authentication, QR Scanner, Barcode Scanner
Suggested Embedding Keywords: equipment register selection, AssureGO+ equipment access, mobile equipment inspection, equipment register configuration, equipment reference field, portal questionnaire setup, authenticated equipment selection, QR code equipment scanning, asset module auto-processing, equipment register troubleshooting, equipment register visibility, portal masking equipment access, equipment selection mobile forms