A guide to smoother, faster and more efficient management of your equipment
How to get a complete overview of your equipment
Do you work in a business that handles a large amount of equipment? Are you perhaps even responsible for one or more parts of that equipment? Then you have probably realised the challenge of keeping track of everything from contracts to maintenance and who owns what. With Nilex Service, Maintenance and Equipment System, this challenge has not only disappeared but has been transformed into an opportunity to streamline and cut costs.
Why do you need a service, maintenance and equipment system?
The truth is that we often continue to do things the way we have always done them because we don’t know that there are other options. Equipment management is one of those things. In fact, a system can solve a lot of unnecessary problems in your business. Want to know what they are?
- Lack of time
- Waste of unnecessary resources
- Missed equipment maintenance
- Poor knowledge of agreements
- Incomplete servicing of equipment
- No overview of where the equipment is, who is using it and when it needs to be replaced
- Unclear costs
What do you get?
With the help of Nilex Service, Maintenance and Equipment System, you can solve all of the above problems at once. The system is designed for all types of inventory and equipment such as machinery, vehicles, real estate or IT equipment. It has also been developed with a focus on increasing your efficiency. It does this by automatically notifying you when a machine needs to be replaced or serviced, quickly showing how much equipment the company has, where it is used, who uses it, who owns it and what service contracts are in place.
How it works
Registration of equipment
All your equipment can be registered in our system quickly and easily. All you need is a name or barcode, which you enter when you add the product to the system. Registration can be done either manually or via import. The name or code you choose will then become the product’s identity, allowing you to find it when searching the system.
Equipment log with status and history
Each product entered has a log where you can view and record everything that happens with your equipment. The log also contains configurable forms where you can make notes or enter important information.
Configurable equipment types
After you have entered a product into the system, you can choose to add the data types you want. For example: text, date/time, info boxes, check boxes, images, radio buttons, geolocation, etc. Each product then contains a certain number of entries. Each record contains information about the product you have added. For example: agreements, links to equipment logs, logs, knowledge articles, important dates, users, organisations and attached files. All equipment that you have registered in our system follows a status flow that can be configured for all equipment and per equipment type.
Warehouse management
With our system, you can see whether your equipment is "In stock" or "In use". You can also see how many of the selected product are in stock.
Automatic email notifications
You can set up automatic notifications for selected individuals. This means that you can schedule a reminder one month before the warranty expires or the day before a product needs to undergo a safety inspection. You choose when you want to receive the notifications and can therefore customise them based on date and time.
Invoicing
Our solution also allows you to invoice equipment that you have purchased. This means that if a customer leases a computer or other hardware from you, you can invoice the customer for this service. This feature is suitable for Manage Service Providers and IT departments that purchase IT equipment which their customers then lease for a monthly fee, for example.
Performance-optimised search engine solution
Elasticsearch allows you to quickly and easily find the product you are looking for in the system. You can also search for specific information about a product using the search engine. We recommend that Elasticsearch be located on a separate server to reduce the load on the system so that your searches are not slowed down.
Knowledge bank with articles about the equipment
The knowledge base contains information about the product in the system that is not displayed in the equipment log. For example, you can add instructional videos or articles related to version management here.
Support functions for maintenance and service
To support work routines, actions can be linked to the equipment log. This means that emails can be sent, manually or automatically, when changes occur and on important dates. For example, selected individuals can receive emails when servicing of a product is about to begin or when it is complete.
Contract management for equipment
Agreements for equipment with different types of equipment, users or organisations can be created in our system. The information can be configured and contain the information that is relevant to you. For example, regarding the supplier, date, relevant persons, history and relationship to other agreements.
Summary
With Nilex, you get a complete overview of your equipment and inventory in a single system where everything is searchable. You will never again have to worry about missing service deadlines, when contracts expire, or wasting resources due to poor control. The system is also integrated with a case management system, which means you can collect all the data you need. You can then report cases via email, social media, a self-service portal, your mobile phone or chat.
Once you have obtained a detailed and complete picture of your equipment, you have finally ensured that you have the prerequisites for streamlining. With this type of register, you can quickly see both new opportunities and unnecessary equipment that is just standing around wasting money.
Nilex offers a flexible system, and by contacting us here, you can easily experience it for yourself, completely free of charge.
About the author
Dejan Petrusic has many years of experience with case management and inventory systems. He has worked as a support engineer and system tester, and now as a consultant at Nilex. He has helped numerous businesses solve their challenges with equipment and inventory systems.
About Nilex
Nilex was founded in Sweden in 1993 and has since helped thousands of companies keep track of their IT equipment, machinery, inventory, real estate, etc. The development of our product has followed our vision of creating an effective solution for our customers when it comes to the maintenance of machinery and various equipment. Today, our company has grown and we now have partners in several countries and over 40,000 licences sold. We operate in an industry that is constantly changing, but we always maintain a high standard for our products in order to offer our customers the best options. At Nilex, we believe it is important to work hard, constantly develop and offer our customers high quality. We help you and your company to quickly and easily keep track of your equipment to facilitate your work and be cost-effective.
