What good looks like
Each location and major asset is identifiable, searchable, and connected to the correct customer history.
Have these details ready
- The correct customer record
- Full site address and access details
- Equipment make, model, serial, location, and install date when available
Run the workflow
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Review existing sites
Confirm whether the location already exists. Update an existing site instead of creating a near-duplicate with different abbreviations.
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Create or correct the site
Enter address, site name, site contact, access, hours, hazards, and any billing or purchase-order differences.
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Add equipment
Create a record for each serviceable asset needing its own history. Record type, make, model, serial, install date, warranty, and exact on-site location.
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Attach evidence
Add nameplate photos, manuals, warranty documents, and prior inspection files that will help a technician verify the asset.
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Use the records
Select the correct site and equipment on the next quote, agreement, service request, or job instead of repeating details in notes.
Check your work
Do not call the workflow complete until these statements are true.
- Each active address is represented once
- Critical equipment can be identified without calling the customer
- New work links to the correct site and asset
If something does not look right
An address appears twice
Choose the record with useful history, stop using the duplicate, and have an authorized user consolidate it.
The serial number is unreadable
Record known details, attach a clear nameplate photo, and assign field follow-up rather than guessing.