# Equipment and the maintenance plan Source: https://app.rentiqa.com/help/hosts/equipment-and-maintenance-plan > Keep track of the equipment at each rental and the maintenance it needs, tick Rentiqa's suggestions onto your plan, and record what was done. ## List the equipment Open a rental and choose the **Equipment** tab. Under **The building**, answer a few questions (**Answer a few questions**): what kind of home it is, who looks after the building's outside and shared systems, the year built, and the heating, water and sewer. Rentiqa only asks what matters for that kind of home, and you can answer any question with **Not applicable**. Press **Add equipment** for the heating, water heater, appliances, alarms, the hot tub or the TV. Only the kind is needed; the model number and install date help Rentiqa suggest the right maintenance. The list of kinds follows the building facts; **Show all types** lists everything. On an item's page, add its parts under **Parts** (**Add a part**) with the size printed on them, such as the air filter or the alarm batteries. Use **Retire** when an item leaves the rental; its history stays. **From your listing:** when your listing's amenities name equipment that is not on the list yet (a washer, dryer, dishwasher, fridge, range, microwave, TV, hot tub, grill, alarms, a fire extinguisher or a fireplace), the Equipment tab offers **Your listing mentions these**. Tick the ones to add and press **Add the ticked ones**; the ones you leave unticked are not offered again. Then add each one's brand and model, or read its label from photos. **From a room photo:** on the Equipment tab, **From a room photo** takes one photo of a room (a kitchen, a laundry, a basement). Rentiqa lists the appliances and equipment it sees, with the brand only when its name is readable, and you tick which to add; ones already listed, or that it is not sure about, start unticked. It never reads a model or serial number from a room photo: read each item's label afterwards. The photo is not kept. ## Add equipment from photos On **Add equipment**, **Read it from photos** takes up to five photos of one item: its label, the device itself, an installer's or service sticker, or a part with its size printed on it. Use **Take a photo** on a phone or **Choose photos**, then **Read photos**: Rentiqa fills in the form. Values that were hard to read say **check it**, and the characters a photo can mix up are marked in the model and serial number. Check them against the label, tick **I checked the model and serial number against the label** and press **Save item**. The photos stay at the top of the item's page under **Photos**: one large, the rest as small pictures to tap through, with **Add photos** and **Delete**. Manuals and receipts go under **Documents**. Each item you save from photos uses one credit; adding one by hand is free, and a reading that fails costs nothing. During the beta Rentiqa counts credits but charges nothing. ## The manufacturer's manual Press **Look up the manual** on an item with its brand and model number: Rentiqa finds the manufacturer's documents, reads the maintenance they ask for and checks each task against the page it quotes. A notification tells you when it is done. The tasks appear under **Manual and maintenance** with the quote and a link, and wait under **To review** marked **From the manual**. If the manual cannot be found, upload it under **Upload the manual (PDF)**. A scanned manual is read from its pages too. **Report** flags anything that looks wrong. **Remove** takes a task or part that does not apply to your item off the list, and a task off your plan; **Removed from this item** has **Bring back**. It uses the item's one credit; items added from photos are covered. ## Review the suggestions Rentiqa suggests maintenance for each item and for the building: what to do, how often or in which season, and who usually does it. Many are marked **Best between tenants or stays**, so you can fit them between guests. Nothing goes on your plan by itself. Suggestions wait under **To review** on the Equipment tab and on **Maintenance** ([Maintenance plan](https://app.rentiqa.com/maintenance-plan)). Tick the ones you want (or **Select all**) and press **Add to maintenance plan**, or **Not now** to see them again later. Open one and use **Remove**, with a reason, to drop it (on the item's page, the bin next to a plan item removes it in one tap); **Restore** brings it back from **Removed**. ## Your maintenance plan **Maintenance** lists every item on the plan across your rentals with its next date, and filters by rental, status and who does it. Open an item to **Mark done** (the day, who did it, the cost and how it went), **Move** it, skip this one with a reason, edit it, see **What you need** (parts with sizes, supplies, tools and steps), or **Remove** it. **Done today** on the list marks something you just did yourself. **Maintenance** in the sidebar has **Plan**, **Repairs** (your repair jobs: log one with **Log issue** and pick the home) and **Contractors** (invite the contractors you use, so you can send them jobs and pay them through Rentiqa). On an item, **Next turnover** says when the home is next free between stays (from a check-out day with no guest that night), and **Move it to the next turnover** moves the item there. When a repair job has a visit set, the visit's day is blocked on your calendar, so no guest books it; synced platforms see the block too. It follows the visit if it moves and is lifted if the job is cancelled. On the job, **Keep the calendar open** turns it off for that job (**Block the visit day** turns it back on). No day is blocked while a confirmed guest is staying. To have a contractor do it, use **Get it done** on the item: tick contractors you work with, or post it to contractors nearby, with **Your price** and **Done by** if you like. With your price, the first contractor to accept it gets the job; without one, you compare quotes. Rentiqa makes it a repair job with no guest involved, and you confirm and pay once the work is marked done. Finishing the job marks the item done. Add maintenance of your own with **Add a maintenance item**. If you marked something done by mistake, **Reopen** it shortly after. The **Done** view and each item's history show who did what, when and what it cost. A weekly email lists what is due and what waits for review; it follows your Maintenance email setting. Rentiqa reminds you; the work stays yours. **The maintenance record:** on **Done**, choose a place and a period and press **PDF** for a record to keep with the property's papers (a sale, an insurer, a dispute), or **CSV** for a spreadsheet. It lists what was done or skipped, when, by whom, at what cost and the notes, with the total cost recorded. ## Replacements **Replacements** on the Maintenance plan lists when each item is likely to need replacing, by year, from the day it was installed (or made) and how long such items last (the manual's figure when Rentiqa has it). It is an estimate to plan and budget with; items without a date are counted at the bottom so you can add them. ## Spares and the shopping list On an item's **Parts**, open **Spares on hand** and enter how many you keep (filters, batteries). Marking a plan item done takes the parts it used from that count. **Shopping list** on the Maintenance plan lists the parts and supplies the items due in the next 60 days need, across your places: the same part for several items (the same kind, size and part number) is one line, with how many are needed, how many are on hand and how many to buy. Work for a pro is left out, as the pro brings the parts. Leave **Spares on hand** empty for a part you do not count. ## Dates from the serial number and warranty registration For the common makers of furnaces, boilers, air conditioners, heat pumps and water heaters, Rentiqa reads the date of manufacture from the serial number when you have not entered one. The item shows it under **Made** as "from the serial number"; where the maker's code is only approximate it says **About**. A date the maker documents counts toward the item's age (for "Plan to replace"); an approximate one does not. Enter the date yourself to replace it. When an item was installed recently and its maker gives a longer parts warranty for registering it, **To review** suggests **Register the warranty by** the last day to do it. Several makers give the longer warranty only for a home the owner lives in, so a rented home may get the standard one: the suggestion says so, and the maker's terms decide. ## Show equipment to tenants and guests Nothing about your equipment is shown to anyone but you and your team unless you choose it. On an item's page, **Who sees it** has two switches: **Tenants, under Your home** and **Guests, as a house manual card**, and a **How to use it** note ("The remote is in the drawer; choose input HDMI 2"). Tenants and guests see the name, brand, model, where it is, your note and the maker's manual when Rentiqa found it; never the serial number, costs, your notes or your plan. Tenants can press **Report a problem** on an item to start a repair request about it. Guests see the cards on their trip once you confirm the stay. ## Possible recalls Every day Rentiqa checks the public list of product recalls from the U.S. Consumer Product Safety Commission against your equipment's brand and model. When a notice may cover an item, it appears under **To review** as **Possible recall**, with **Read the notice** on the item, and you get a message (by email too, following your Maintenance email setting). Rentiqa cannot tell from the brand alone whether your unit is affected: compare the model and serial with the notice. Add it to your plan to follow it up, or mark it **Not applicable** and it will not come back. The brand and model must be on the item for this to work.