Equipment - Article

What Equipment helps you achieve

Equipment Management gives Course Administrators a shared view of physical resources needed to deliver scheduled training. Instead of relying on a spreadsheet, personal calendar, or memory, administrators can connect the actual resource to the training that needs it and see where it is already committed.

Typical Equipment includes:

• A flight, medical, vehicle, or process simulator
• A specialist machine or training rig
• A mobile laboratory or demonstration unit
• A projector, camera, microphone, or interpretation system
• A laptop set, tablet set, or virtual-reality kit
• Safety equipment used for a practical exercise
• A portable tool case or measurement kit
• A branded exhibition or workshop set reused across locations

The feature is most valuable when a resource is limited, shared, costly, difficult to move, or essential to delivery. If two sessions cannot run successfully with the same item at the same time, it is a good candidate for Equipment Management.

Equipment is a delivery resource, not a learning or sales item

Equipment records reserve resources used to conduct training. They do not create learning content, sell an item to a participant, manage stock, or prove that a learner received an individual kit.

Choose the correct Eurekos feature

Several concepts can involve physical or digital resources. Use the feature that matches the business outcome.

The same real-world object can require more than one process. For example, a set of reusable training tablets can be booked as Equipment, while separately sold take-home devices would be Additional Products. Use distinct names and ownership so administrators do not confuse them.

Understand the two configuration layers

Equipment Management has two connected layers.

Create the Equipment record once, then assign it wherever the same resource is used. This gives administrators one searchable resource and a list of the activities using it.

The record itself has no booking dates. A booking exists only when that Equipment is selected on a supported activity or module with a valid scheduled period.

This distinction matters when something changes:

• Editing the Equipment record can change how the shared resource is identified wherever it is used.
• Replacing or removing an assignment changes one training configuration, unless a linked-activity update is deliberately applied more widely.
• Moving the activity or module Schedule changes the interval for which the resource is needed.
• Creating a duplicate Equipment record creates a separate calendar identity, even if both records describe the same physical item.

Avoid duplicates. If two records represent one real item, Eurekos cannot reliably prevent the item from being booked through one record in one activity and the other record elsewhere.

Decide whether the Equipment should be reusable and bookable

Create an Equipment record when all or most of these conditions are true:

• The organization controls or coordinates the resource.
• The resource is used in more than one delivery.
• Its availability can determine whether training can run.
• Administrators need to know which activity is using it.
• Two overlapping uses would create a genuine conflict.
• A recognizable owner can resolve questions about it.

Do not create a record merely because an Event uses ordinary furniture or a participant brings their own laptop. Too many low-value records make the list difficult to govern and encourage administrators to ignore real conflicts.

Before creating Equipment, decide what one record represents:

• One unique asset, such as Forklift simulator FS-02
• One indivisible set, such as VR training kit – 12 headsets
• One pooled resource, but only if the entire pool is always booked and released together

If five identical projectors can be booked independently, create five clearly identified records. If twelve headsets always travel and operate as one kit, one record for the kit may be more useful than twelve records.

The Equipment record does not manage quantity. Naming must therefore reflect the unit that is actually reserved.

Permissions and organization scope

Course Administrator, Support, Platform Administrator, and Global Administrator roles normally have permission to administer Equipment, subject to platform configuration and organization scope.

Two permissions are involved in the complete process:

• Permission to create or maintain the reusable Equipment record
• Permission to edit the Training Activity or module where it will be assigned

When organizational filtering is enabled, an administrator may be able to work with some Equipment but not other values already connected to an activity. The Equipment selector is a multi-value field: accessible values can remain editable while Equipment belonging to another organizational scope is shown but cannot be edited or reselected.

If an Equipment value was copied from an activity outside the administrator's scope, do not remove or replace it casually. Once an inaccessible value is removed, that administrator may not be able to select it again. Ask an appropriately scoped administrator to review the record and assignment.

Use the Equipment owner's email to identify an operational contact, but keep system permission and operational ownership separate. An owner does not automatically receive administrator rights merely because their email is stored on the Equipment record.

Plan the Equipment record

Agree the administrative model before creating records.

⚠️ Eurekos stores only the Equipment fields described below and its activity/module connections. Record transport, maintenance, certification, inspection, insurance, custody, stock, and asset-finance information in your approved operational system.

Create Equipment

1. Open Course Administration → Equipment.
2. Select the action to create Equipment.
3. Enter a clear Title.
4. Add a useful Description.
5. Upload an optional Image when it helps administrators identify the resource.
6. Enter the Equipment owner's email.
7. Save the Equipment.
8. Find it in the searchable Equipment list.
9. Open it again and verify the title, description, image, and owner.
10. Assign it to a controlled test activity or module and check its availability before production use.

Title and Description are mandatory. The image is optional. The public feature documentation also provides an owner's email field; use a valid, monitored address that fits your operating model.

Configure every Equipment field

Title

The name administrators use to find and select the resource. Make the record understandable without opening its description. The title identifies the Equipment in the searchable list, assignment selector, Availability view, conflict message, and links showing where it is used.

Good titles distinguish similar resources:

• Forklift Simulator FS-02 – Aarhus
• VR Kit 01 – 12 headsets – Copenhagen
• Portable Interpretation Set – 40 receivers
• Electrical Safety Rig – 400 V – Lab A

Avoid titles such as Equipment, Projector, or Kit 1 when administrators work across multiple sites. Include the asset ID, size, capacity, specification, or home region needed to select the correct item.

Do not put temporary booking dates in the title. The assignment Schedule already controls them.

Description

The mandatory explanation of what the Equipment is and how it should be used. Provide enough information for a Course Administrator to select the correct resource and understand material constraints.

The description supports identification and governance of the shared record. It does not create automated handling rules.

A useful description can include:

• Intended training use
• Contents of a kit
• Capacity or supported group size
• Required room, power, network, or safety conditions
• Setup and pack-down expectations
• Home site or transport limitation
• Alternative Equipment
• Link or reference to an external asset record, where your platform and security policy permit it

Keep the description stable and avoid participant-specific, booking-specific, confidential, or maintenance-log detail. Do not treat prose such as “allow one hour for setup” as a system-enforced buffer; administrators must still schedule that time operationally.

Image

An optional visual used to make the Equipment easier to recognize. Add an image when several resources have similar names, physical identification matters, or the administrator must distinguish equipment variants quickly.

The image is stored with the reusable record. Its purpose is identification; it does not affect availability, conflicts, or permissions.

Use a current, well-lit image showing the complete item or kit. Avoid:

• People who have not consented to appear
• Serial-number close-ups or sensitive labels
• An image of a different model
• Marketing artwork that makes variants difficult to distinguish
• Temporary condition or contents that no longer represent the resource

Equipment owner's email

The email address identifying the person or team responsible for the Equipment. Use a monitored operational mailbox or durable team address when more than one administrator schedules the resource.

The address documents ownership on the Equipment record.

Do not rely on this field alone for approval, dispatch, maintenance, or handover. If the owner must actively confirm every use, create an agreed workflow outside the record or use appropriate reminders and communication. Test platform-specific notifications before promising them.

Prefer addresses such as training-operations@... or simulation-lab@... over a private mailbox that may become inactive when a person changes role.

Use the Equipment list

After creation, Equipment records appear in a searchable list under Course Administration → Equipment. Use the list to:

• Find a resource by its title
• Open and edit its master record
• Review the training activities where it is currently used
• Follow a usage link to investigate a proposed change or conflict
• Detect duplicates and unclear naming
• Audit ownership and descriptions

Before editing a shared record, open its usage links. A small wording change may be harmless; changing the identity of VR Kit 01 into VR Kit 02 would make every existing connection misleading.

Do not repurpose a historical record to represent a different physical asset. Rename it only when the same asset has a new approved name. Create a new record when the resource itself has changed materially, then replace assignments deliberately.

Choose module-level or activity-level Equipment

The Equipment feature is available only where Eurekos has a supported scheduled period.

Equipment is not a module-level feature for Assignment or Existing Training modules. If a multi-module parent journey requires Equipment throughout, use an eligible activity-level assignment. If only a nested child activity uses the resource, configure it in the child at the appropriate supported level.

Use module-level Equipment for a specific session

Choose module level when the resource is needed only during one Course or Event.

For example, a five-day learning path may use a welding simulator for a two-hour practical Event on day three. Assigning it to that Event reserves the simulator for those two hours rather than for the complete five-day program.

Module level is normally the clearest choice when:

• Different sessions use different resources.
• The Equipment can be released between sessions.
• Other teams may use it during gaps in the learning path.
• The operational owner needs an exact session-level usage record.

Use activity-level Equipment for the complete journey

Choose activity level when one resource must remain committed from the beginning to the end of a learning path.

Examples include:

• A mobile laboratory delivered to one cohort for the full week
• A laptop set issued at induction and returned after the final module
• A simulator installation that cannot be dismantled between sessions
• A production kit reserved for the whole blended program

An activity-level booking can span gaps between modules because the activity Schedule represents the whole journey. This is intentional only when the resource truly cannot be used elsewhere during those gaps.

Single-module activities

An activity with one module does not receive the activity-level Equipment option. Configure Equipment on the Course or Event module itself.

For a Course module, enable Schedule first. For an Event module, use its required Starts and Ends.

Multi-module activities

A learning path with two or more modules can use:

• Activity-level Equipment for resources needed throughout the journey
• Module-level Equipment on scheduled Course and Event modules for session-specific resources
• Both, when the resources and purposes are different

Avoid selecting the same physical resource at both levels without a verified reason. Duplicate-looking assignments make usage difficult to interpret and can create avoidable validation problems.

Assign Equipment to a scheduled Course module

1. Open Course Administration → Activities.
2. Create or edit the relevant Training Activity.
3. Add or open the Course module.
4. Open the module's Gear or Features menu.
5. Enable Schedule.
6. Set the Course module's Starts, Ends, and time zone.
7. Enable Equipment.
8. Select one or more pre-created Equipment records.
9. Select See availability.
10. Review the proposed interval and all displayed Equipment, Location, and responsible-instructor commitments.
11. Resolve every Equipment overlap.
12. Save the module and activity.

💡 If Equipment is missing from a Course module, check and enable Schedule first. The resource cannot be booked without a period against which availability can be validated.

Assign Equipment to an Event module

1. Open or create the Training Activity.
2. Add or open the Event module.
3. Confirm the Event's required Starts, Ends, and time zone.
4. Open the Event module's Gear or Features menu.
5. Enable Equipment.
6. Select the required Equipment.
7. Use See availability to inspect the combined calendar.
8. Change the resource or Event period if a conflict exists.
9. Save the Event and activity.

Event modules have a built-in mandatory schedule, so Equipment is available without enabling a separate Schedule feature.

Use a module-level Location for the room and Responsible instructor for the facilitator. These resources appear together in the availability check but remain separate assignments.

Assign Equipment to a learning path

1. Confirm that the Training Activity contains at least two modules.
2. Open activity-level Features.
3. Enable Schedule.
4. Enter the activity Starts and Ends, or confirm that the intended activity span is correctly derived from its modules.
5. Enable activity-level Equipment.
6. Select the resource or resources needed for the complete journey.
7. Use See availability.
8. Review the full highlighted activity period, including nights, weekends, and gaps between modules.
9. Resolve any overlap.
10. Save the Training Activity.

Do not use an activity-level booking simply to avoid assigning Equipment to several modules. It reserves a different period and can prevent other valid uses.

Understand how the Schedule defines the booking

Equipment has no dates of its own. The connected Schedule defines when it is booked.

Check Equipment availability

Select See availability while configuring a supported activity or module. The popup combines availability for:

• Selected Equipment
• Connected Location
• Selected responsible instructor or instructors

This allows the administrator to evaluate the delivery plan as one operational arrangement while still understanding that different conflict rules apply to each resource type.

If both Starts and Ends are set, the Availability popup opens on the week containing the Start date. The proposed interval is highlighted in light green. Existing booked periods are shown on the calendar.

💡 Use the Equipment dropdown in the popup to inspect another resource when the first choice is unavailable. This is useful when equivalent kits, devices, or machines have separate Equipment records.

Read the calendar carefully

Before deciding that Equipment is available:

1. Confirm the selected Equipment title and asset identity.
2. Confirm the proposed activity or module level.
3. Confirm Starts, Ends, and time zone.
4. Review the entire highlighted interval, not only the first day.
5. Open relevant existing bookings to understand their training and ownership.
6. Check the connected Location and instructor calendars.
7. Account for setup, pack-down, charging, cleaning, inspection, and transport outside the displayed teaching time.
8. Select an alternative or move the Schedule when the plan is not operationally possible.

The calendar reflects records in Eurekos. It does not know about use, repair, transport, or reservations held only in another system unless those periods have also been represented through a controlled process.

Understand conflict behavior

When the same Equipment is already booked for the same period, Eurekos prevents the conflicting activity or module from being created. The administrator receives a message in the form:

Activity (or Module) equipment [Equipment title] is booked for selected period.

Resolve the conflict by:

• Selecting different Equipment
• Moving the new activity or module
• Correcting an inaccurate existing booking
• Removing an assignment that is no longer required
• Changing from an unnecessarily broad activity-level reservation to the correct module-level assignments

Do not create a duplicate Equipment record to bypass the validation. That defeats the control and can leave two delivery teams relying on the same physical resource.

Equipment differs from instructor and Location conflicts

The stricter Equipment rule reflects that one indivisible resource cannot normally be in two places at the same time. If your real-world resource is actually a pool with several independent units, model those units accurately rather than trying to override the booking.

Build operational buffers into the plan

Availability validates the configured training interval. Many resources are occupied for longer than the participant-facing session.

Consider:

• Collection and handover
• Delivery between sites
• Installation and calibration
• Safety inspection
• Charging or consumable replacement
• Cleaning and reset
• Pack-down and return
• Maintenance after a defined number of uses

Where these periods make the Equipment genuinely unavailable, the training Schedule alone may be too narrow. Use a consistent operational method: widen the booked period where that accurately represents delivery, create an associated controlled booking activity, or maintain enforced buffers in the external asset process. Do not rely on a sentence in the Equipment Description to stop another administrator from scheduling it.

Coordinate Equipment, Location, and instructor

A deliverable session usually needs all three resources to align.

The combined Availability popup makes conflicts visible together, but it does not confirm suitability. A free simulator may lack a qualified instructor; a free room may not have the required power supply.

Add these checks to the delivery owner's readiness process:

• Equipment specification matches the learning design.
• Room conditions and capacity are suitable.
• Instructor is qualified and has accepted the assignment.
• Equipment owner has approved transport or handover where required.
• Participant instructions explain clothing, safety, or prerequisites.
• Contingency Equipment or an alternative delivery plan exists.

Review Equipment from the Activity Description

When Equipment is defined at module or activity level, an administrator can preview it from the Activity Description administration context. Use this preview to confirm that the correct resource is attached to the correct part of the journey.

Do not assume the Equipment record replaces participant instructions. If learners need to know what will be provided, what they must bring, or how the practical session works, explain that in the Event or Activity Description and relevant email workflow. Preview the actual participant experience before publication because visibility can depend on the activity structure and platform configuration.

Avoid exposing internal asset-control detail, personal contact information, or security-sensitive descriptions in content intended for participants.

Change a live Equipment assignment

Before replacing Equipment or moving a Schedule:

1. Open the Equipment record's usage links and identify every affected delivery.
2. Confirm whether participants are already registered.
3. Check the Event, Course module, or activity Schedule and time zone.
4. Confirm that the replacement meets the same learning and safety requirements.
5. Check combined availability for Equipment, Location, and instructor.
6. Save the change.
7. Review Activity Description, participant communication, calendar items, and operational handover instructions.
8. Inform the Equipment owner and delivery team through the approved process.

Changing Equipment normally concerns delivery operations rather than enrollment entitlement. Even so, participants may need an update if the change affects the Location, required preparation, accessibility, safety, or learning experience.

Clone, repeat, and link activities safely

Clone

Cloning an activity copies its enabled features and filled values except the Community connection. Equipment assignments are therefore copied into the clone.

Treat the clone as an unverified booking until you have reviewed:

• Every copied module- and activity-level Equipment value
• The clone's Starts, Ends, and time zones
• Whether the same resource is appropriate for the new cohort or site
• Combined availability
• Ownership, transport, and maintenance readiness

If the clone is intended as a reusable template rather than a real scheduled delivery, remove production Equipment assignments before others use it.

Repeat

Repeating a scheduled activity clones it and links the new delivery with the source. The original features are copied, so the repeated occurrence can initially contain the same Equipment.

The repeated dates are precisely why the resource must be checked again. For a multi-module learning path, review every module Schedule after repetition and then validate all copied Equipment.

Linked activities

Linked activities remain independent deliveries. Linking does not mean they share one Equipment booking.

When linked-activity synchronization is enabled, saving the activity create/edit form can offer Apply to all. Activity-level features other than Schedule can be synchronized; modules and their features are not synchronized.

This means:

• An activity-level Equipment change can spread to the linked group when Apply to all is selected.
• The activity Schedules remain different.
• Module-level Equipment remains specific to each activity.

Use Apply to this only for delivery-specific Equipment unless every linked occurrence truly needs the same resource and every schedule has been checked.

Nesting and Equipment

An Existing Training module points to an independent child Training Activity. Manage the child's Equipment where the actual Course, Event, or child learning path uses it.

Use parent activity-level Equipment only when the parent itself must reserve the resource across its whole scheduled journey. Do not duplicate the child's booking on the parent merely to make it more visible. Duplicate connections can obscure which delivery owns the resource and make availability harder to interpret.

When participants can choose between nested date options, each child option should have the Equipment required for its own Schedule. Test every option independently.

Practical use cases

Verify the configuration

Use representative accounts and the routes enabled for your delivery. Check the relevant outcomes before launch and after a material change; an administrator preview alone does not verify the participant experience.

Troubleshooting