Equipment and handover

The equipment register knows who holds each phone, tablet, fuel card, key, set of straps or thermograph, since when, and with which signed protocol. A vehicle changes hands the same way: the handover protocol writes down the odometer, the fuel, a checklist, damages with photos and a signature, and can switch the set in the same step.

Before you start

• Your organization has the TMS add-on. The register is Fleet, Workshop, Equipment; each person's equipment is on their card, tab Equipment, and each vehicle's under Equipment in the vehicle on its Overview.
• Everyone can see the register. Adding, handing over, taking back, importing and writing protocols needs a role that may change TMS data with the Fleet module. Deleting equipment and deleting a vehicle's handover protocol are an admin's.
• People come from Fleet, People: drivers and office staff alike (see TMS people, trips and working time).

The equipment register

• Add equipment is the main button; the ⋯ menu holds Import from Marcos.
• Search by "Name, IMEI, ICCID, serial number". Spaces, dashes, dots and slashes are ignored, so "4471 2280" finds "4471-2280".
• Drivers, Others or Everyone: whose equipment to show.
• Filter by Category and Status.

Each row has Hand over or Take back, and in ⋯ Edit, Print protocol, Attach signed protocol and Delete.

Adding equipment

A fuel card with its Card number, handed over to a driver or a vehicle, is how fuel card files put each fill on the right vehicle (see Fuel).

A disposal date goes only with retired equipment: "A disposal date goes only with retired equipment. Change the status to Retired first." Equipment that is handed over cannot be deleted: "This item is handed over. Take it back first." Only an admin deletes, and only an item that is In the office, Lost or Retired.

Handing over and taking back

1. Click Hand over on the item (or Hand over equipment on a person's Equipment tab).
2. Choose who it goes to: a Person ("Choose a driver or employee") or a Vehicle.
3. Set the Handover date and the Condition when handed over, for example "new, screen without scratches, charger included".
4. Click Hand over and create protocol. "Handed over. Protocol PP/0003/2026 is ready to print."
5. Print protocol, then let the person sign (below).

Take back shows "Held by Marek Zieliński since 05.07.2026." Set the Return date and the Condition when returned ("working, cracked screen, charger missing") and click Take back. "Return accepted: Samsung Galaxy A55. The protocol PP/0003/2026 shows it."

An item is with one person or vehicle at a time: "This item is already with someone. Take it back first, then hand it over again." Lost or retired equipment cannot be handed over. Status changes always go through Hand over and Take back, "so every change has a protocol". Protocols are numbered PP/0001/2026, counted per year, and print in Polish, English or German.

Signatures

The protocol is signed on the screen or with a signed scan: "Let Marek Zieliński sign on the screen, or upload the signed scan. The copy stays with the protocol."

• Signature field: "Sign here with a finger, a stylus or the mouse", Clear, Save signature.
• Upload signed scan: a PDF, PNG, JPG or WEBP, up to 10 MB.
• Later leaves it for now; the row then shows "No signed copy" and Attach signed protocol adds it afterwards.

The return is signed once the item is back: "This item has not come back yet: attach the signed return protocol after the return." The signature is printed on the protocol.

What a person holds

A person's card, tab Equipment, lists "Equipment held" with the date of each handover, the serial number and Protocol to open and print ("Each handover gets a numbered protocol to print and sign."). Office staff have the tab too, so phones and keys of the office are counted the same way. Parts and protective gear taken from the store show separately under Taken from the store (see The parts store).

Importing equipment from Marcos

⋯, Import from Marcos: "Upload the "Wyposażenie pracowników" export from Marcos (CSV or XLSX). First you see what we found; nothing is saved until you confirm."

1. Choose file (CSV or XLSX, up to 5 MB and 5 000 rows) and Check file. "Columns: Imię, Nazwisko, Nazwa, Data przekaz., Data oddania, Data utylizacji, Nr faktury, Nr ewidencyjny, Opis, Charakterystyka."
2. What the file holds: To add, Already in the registry, Not read and People not found, row by row, for example "Samsung Galaxy A55, handed over 05.07.2026: Marek Zieliński." or "Pasy transportowe goes to the office stock."
3. Click Save 42 items. "Import done. Saved: 42."

People are matched by name, ignoring case and Polish letters. "People we did not find do not stop the import: the item is saved without them and you can hand it over later." Several people with the same name: "Saved without a person: hand it over by hand." IMEI, ICCID and phone numbers are picked out of the description. A row with dates that cannot be right is not read: "Not read: the return date is before the handover date."

The handover protocol of a vehicle

On the vehicle card, ⋯, Handover protocol (or New protocol under Documents and policies, Handover protocols). The header shows who "Hands over" now.

A sentence under the person says what will happen: "From 02.11 11:52 PO 5KM21 is driven by Andrzej Dąbrowski (trailer unchanged).", "Andrzej Dąbrowski works in the office: the set stays as it is." or "No change of driver: the protocol records the condition of the vehicle." The vehicle's equipment is listed too: "Equipment in the vehicle: Karta paliwowa KF-0412".

Click Save protocol. "Protocol PZO/0004/2026 saved", with "New workshop reports: S/0008/11/2026" for each damage, and Print protocol. Protocols are numbered PZO/0001/2026, counted per year, and print in Polish, English or German.

Switching the set with a protocol

With Switch the set on (the default when the person taking over is a driver), the set switches when the protocol is saved: "Set switched: from 02.11 11:52 PO 5KM21 is driven by Andrzej Dąbrowski, trailer PO 4P118." The Switch dialog offers the same as With a handover protocol: "Next you write down the odometer, the checklist and the signature; the set switches when the protocol is saved."

• An office employee cannot join a set: "An employee who is not a driver cannot join a set. Turn off "Switch the set"."
• When the vehicle already has a later set: "The vehicle already has a later set". Write back puts this change into the past and leaves the later set as it is; Change the time lets you pick another time.
• A trailer has no set of its own: "A trailer has no set of its own: switch the set on its tractor."

The list of protocols

Handover protocols, on the vehicle's Documents and policies: "Who took the vehicle over, when, with what odometer and condition." Each shows its number, the person or "Condition only", the km, Signed or Not signed, "Damages: 1", and "Set switched" or "Set switch undone". The ⋯ of a protocol holds Print, Attach signed protocol, Undo set switch and Delete.

• Undo set switch: "The set goes back to what it was before the handover. The protocol stays." Write Why, for example "the driver did not take the vehicle over after all".
• Delete (admins): "The protocol and its signed copy disappear from the vehicle card. Workshop reports stay." A protocol that switched the set is deleted only after the switch is undone: "This protocol switched the set. Undo the set switch first, then delete the protocol."

Good to know

• Damage photos and signed scans on a vehicle's handover protocol are up to 10 MB: PNG, JPG, WEBP, HEIC or PDF.
• A damage on a protocol goes to the workshop as a service order with the status Reported (see The workshop).

Related pages

• Sets and switching.
• The vehicle card.
• The person card: the Equipment tab.
• Fuel: fuel cards in fuel files.