Owner & Administrator Guide

Getting Started with DealQuip

Set up the organization, bring equipment into the shared inventory, invite the team, and establish the first operating workflows.

1. Complete organization setup

Create an individual DealQuip account, confirm the email address, complete the profile, and enter the organization name. Choose monthly or annual billing through Stripe Checkout. If Checkout is canceled, sign back in to resume the saved setup.

Use individual accounts rather than shared credentials.
Review the current plan and subscription state in Billing.
Keep organization and profile details current in Settings.

2. Organize Sites and Internal Locations

A Site is a major operating place such as a yard, shop, office, or facility. An Internal Location is a more specific place inside a Site. Use these as the permanent operating location for Assets; custody and Project context do not automatically replace them.

Create the first Site during onboarding.
Add Internal Locations when more precise placement is useful.
Archive inactive choices instead of breaking historical links.

3. Add or import equipment

Create Assets from Mobile Capture, add them from the Max Web workspace, or stage existing records through CSV Import. Record the useful identity, classification, location, notes, and optional photos available without treating every optional field as required.

Review staged imports and possible duplicates before creation.
Use clear data-plate, label, decal, or visible-marking photos for AI-assisted identification on eligible plans.
Review every AI suggestion before saving; unmarked appearance alone does not produce identity suggestions.

4. Invite users

Open Team in the Web workspace, enter the person’s email address, choose the intended role, and send the invitation. The recipient uses the newest invitation link to create or sign in to an individual account and join the organization.

Owners and Administrators can resend an incomplete invitation or revoke it.
Confirm available Full or Field User capacity before expanding the team.
A person already assigned to another organization cannot join a second organization under the current membership model.

5. Choose roles deliberately

Owner and Administrator roles manage the organization and Team. Managers handle operational management, Asset editing, custody, Projects, Reconciliation, and maintenance workflows. Technicians perform permitted field and custody work. Read Only users can view authorized information without making operational changes.

Owner, Administrator, and Manager are Full Users.
Technician accounts are Field Users.
Read Only users do not consume paid seat capacity.

6. Establish custody practices

Use Check Out to record who has an active, available Asset and the required Job Number. Job location, expected return, and notes are optional. The assigned custodian or an authorized manager-level user can check the Asset in, and the custody record remains auditable.

Only one checkout can be open for an Asset.
A blank expected-return date does not create an overdue warning.
Checkout destination does not change the permanent Site automatically.

7. Use Projects for operating context

Projects group Assets around a job, audit, inventory effort, or other operational work without creating a separate inventory or replacing the Asset’s Site and Internal Location.

Define the Project scope and schedule.
Assign existing Assets from Project Details.
Archive completed work while preserving membership and history.

8. Reconcile physical inventory

Reconciliation compares expected inventory with what the team finds. Start a session from Reconciliation or an eligible Project, then review verified, missing, relocated, Needs Review, and Needs Service findings.

Review proposed changes before applying them.
Use protected workflows for identity, lifecycle, and disposal decisions.
Complete or archive stale sessions without deleting their history.

9. Track Needs Service

Mark equipment Needs Service when repair, inspection, calibration, maintenance, or similar attention is required. Record a clear issue note. After the work is complete, an authorized manager-level user can return the Asset to service with resolution details and cost where applicable.

Needs Service prevents unsafe new checkout.
Existing custody is not silently changed.
Issue and resolution events remain in service history.

10. Use reporting included with the plan

Mobile has normal operational views without dedicated reporting or export. Pro and Max include Mobile Reporting / Export in the iOS app. Max additionally includes the Full Web Management Workspace, Full Web Reporting Workspace, and Web CSV export.

Do not treat Max as required for Pro’s Mobile Reporting / Export.
Apply role-appropriate filters before sharing exported data.
Use Billing to review the organization’s current plan.

11. Get Help and Support

Use the public or authenticated Help Center for reviewed product guidance. Signed-in eligible organizations can use the Help Assistant and submit support tickets. For additional assistance, contact support@dealquip.com or call 337-205-3249.

Report unexpected permissions or cross-organization access instead of working around it.
Do not include passwords, tokens, full payment details, or unrelated customer data in support requests.

Need more help?

Browse the Help Center or contact DealQuip Support for guidance specific to your organization.

Open Help Center Email Support