Support & Help Center

Question 1

How do I get started with EquipPanel?

Accepted Answer

Sign up for a free plan at signup. You can start adding equipment immediately. No credit card required for the free plan. The setup process takes less than 5 minutes - just create your account, add your first equipment item, and print the QR code to get started.

Question 2

Do I need a credit card to sign up?

Accepted Answer

No credit card is required for the free plan. You can sign up and start using EquipPanel immediately with the free plan, which includes 1 user, 5 equipment items, and 50MB storage. If you decide to upgrade later, you can do so from your dashboard at any time.

Question 3

How long does setup take?

Accepted Answer

Setup takes less than 5 minutes. After signing up, you can immediately start adding equipment, uploading documents, and creating maintenance schedules. The QR codes are generated automatically for each equipment item, so you can print and attach them right away.

Question 4

How can I try EquipPanel?

Accepted Answer

You can sign up for our free plan without a credit card to try all features. Alternatively, you can watch our intro video to see how EquipPanel works without creating an account. The video shows all the key features including QR code scanning, equipment management, and maintenance scheduling.

Question 5

What are the plan limits?

Accepted Answer

Plan limits vary by subscription tier: Free: 1 user, 5 equipment, 5 logs per equipment, 5 maintenance schedules per equipment (single only), 5 documents per equipment, 50MB storage, unlimited CSV exports, 1 PDF export per month, Excel exports, no report history, in-app notifications only, no task assignment or My Tasks. Starter (€29/mo): 3 users, 100 equipment, unlimited logs, unlimited maintenance (single & recurring), unlimited documents, 2GB storage, 5 PDF exports/month, unlimited Excel exports, team management, task assignment & My Tasks, no report history, email + in-app notifications (admin only), no add-ons. Pro (€79/mo): 10 users, 500 equipment, unlimited logs, unlimited maintenance, unlimited documents, 15GB storage, 30 PDF exports/month, unlimited Excel exports, report history, task assignment & My Tasks, email + in-app notifications with preferences (admin only), QR-code & PDF branding, add-ons available, company-wide notifications, priority support. Note: PDF export quotas reset monthly. Excel exports are unlimited on Starter+ plans. See our pricing page for complete details.

Question 6

How do I upgrade or downgrade my plan?

Accepted Answer

You can manage your subscription from the Subscription page in your dashboard. Upgrades take effect immediately with prorated billing. Downgrades take effect at the end of your current billing period, so you keep full access to your current plan until then.

Question 7

What happens to my data if I downgrade?

Accepted Answer

Items beyond your new plan limits become locked (view-only) but remain stored for 90 days. You can unlock them by upgrading again within this period. After 90 days, locked data may be archived or deleted. Locked items are marked with a 🔒 icon and cannot be edited, but you can still see they exist. See our Terms of Service for complete details on our downgrade policy.

Question 8

Can I change my billing cycle (monthly vs yearly)?

Accepted Answer

Yes, you can switch between monthly and yearly billing at any time from your Subscription page. Yearly plans offer a 17% discount compared to monthly billing. When you switch, you'll be charged or credited the prorated difference.

Question 9

What are add-ons and how do they work?

Accepted Answer

Add-ons are available for the Pro plan only and allow you to extend your limits: Extra User License: €3/month (€30/year) - Add 1 additional user. Extra Equipment (+100): €5/month (€50/year) - Add 100 additional equipment. Extra Storage (10 GB): €5/month (€50/year) - Add 10 GB additional storage. Additional Exports (10 PDFs): €5/month (€50/year) - Add 10 additional PDF exports per month. Add-ons can be added or removed at any time, with changes taking effect immediately and prorated billing for mid-cycle changes. When downgrading from Pro, all add-ons are automatically canceled. The Free and Starter plans do not have access to add-ons.

Question 10

How do QR codes work?

Accepted Answer

Each equipment item gets a unique QR code when created. Print the QR code and attach it to your equipment. Scan it with any smartphone camera to instantly access the equipment's profile, logs, documents, and maintenance history. The QR codes use high error correction, so they work even if slightly damaged or worn.

Question 11

How do I add team members?

Accepted Answer

Go to Team Management in your dashboard and click "Invite User". You'll need to be on a Starter plan or higher to add team members. Invited users will receive an email with a link to create their account. You can assign roles (Admin, Operator, or Viewer) when inviting team members.

Question 12

What are the different user roles?

Accepted Answer

EquipPanel has three user roles: Admin: Full control - can manage equipment, users, settings, billing, and all data. Operator: Can add/edit/delete own logs, create maintenance schedules, upload documents, update equipment status. Cannot manage users or billing. Viewer: Read-only access - can view all data but cannot make changes. Perfect for auditors or external partners.

Question 13

How do maintenance schedules work?

Accepted Answer

You can create maintenance schedules for each equipment item with due dates. The system will automatically notify you when maintenance is due or overdue. On the Free plan, you can create up to 5 single maintenance schedules per equipment. On Starter+ plans, you can create unlimited maintenance schedules including recurring schedules that automatically create new occurrences. You can mark maintenance as completed and add notes about what was done. All schedules count toward the limit regardless of completion status - delete old schedules to free up space on the Free demo.

Question 14

How many log entries can I create per equipment?

Accepted Answer

On the Free plan, you can create up to 5 log entries per equipment. On Starter+ plans, log entries are unlimited. All log entries count toward the limit regardless of status (open, in-progress, resolved, closed) - delete old logs to free up space on the Free plan. Log entries can include text notes, photos, videos, and file attachments.

Question 15

What are email notifications and how do they work?

Accepted Answer

Email notifications allow admins to receive maintenance reminders and important updates via email. On the Free plan, only in-app notifications are available. On Starter+ plans, admins can receive email notifications in addition to in-app notifications. On the Pro plan, admins can customize notification preferences (immediate or daily digest) for different notification categories. Company-wide team notifications (visible to all team members) are available on the Pro plan.

Question 16

What is report history and when is it available?

Accepted Answer

Report history allows you to view and re-download previously generated reports. This feature is available on the Pro plan. Free and Starter plans can generate reports but they are not saved to history. Report history helps you track past reports, compare data over time, and avoid regenerating the same reports.

Question 17

What is QR-code and PDF branding?

Accepted Answer

Branding features allow you to customize QR codes and PDF reports with your company logo and branding. This feature is available on the Pro plan. With QR-code branding, your company logo appears on the QR codes. With PDF report branding, your company logo and branding appear on exported PDF reports, making them look more professional for clients or audits.

Question 18

Can I customize equipment statuses?

Accepted Answer

Yes! Admins can define custom statuses for equipment (e.g., "OK", "Out of Service", "Needs Calibration", "Under Maintenance"). These statuses are company-wide and can be used to filter and organize your equipment. You can change an equipment's status at any time from the equipment detail page.

Question 19

What file types can I upload?

Accepted Answer

EquipPanel supports the following file types for document and log attachments: Documents: PDF (.pdf), Word (.doc, .docx), Excel (.xls, .xlsx), Text (.txt), CSV (.csv). Images: JPEG (.jpg, .jpeg), PNG (.png), GIF (.gif), WebP (.webp). Archives: ZIP (.zip), RAR (.rar). Files must be 25MB or smaller. Images are automatically optimized as WebP format for better performance. For security reasons, executable files (exe, sh, bat, etc.) and script files (js, php, py, etc.) are not allowed.

Question 20

Is my data secure?

Accepted Answer

Yes. We use industry-standard security practices including encryption, secure authentication, and regular backups. All data is stored securely with row-level security policies to ensure data isolation between companies. See our Security page and Privacy Policy for complete details.

Question 21

Can I export my data?

Accepted Answer

Yes! CSV exports are unlimited on all plans. Excel exports are unlimited on Starter+ plans (Starter and Pro). PDF exports: Free (1/month), Starter (5/month), Pro (30/month). PDF export quotas reset monthly - usage does not accumulate across months. You can export equipment, maintenance, and activity reports from the Reports page. The Pro plan also includes report history, allowing you to re-download previously generated reports.

Question 22

What happens if I cancel my subscription?

Accepted Answer

If you cancel your subscription, you'll retain full access until the end of your current billing period. After that, your account will be downgraded to the free plan, and items beyond free plan limits will become locked. Locked data remains stored for 90 days, after which it may be archived or deleted. You can upgrade again within this period to unlock everything.

Question 23

Can I delete my account and all my data?

Accepted Answer

Yes, you can delete your account from the Account Settings page. This will permanently delete all your data including equipment, logs, documents, and team members. This action cannot be undone. If you're an admin, deleting your account will also delete the entire company account and all associated data. Please export any important data before deleting your account.

Question 24

What payment methods do you accept?

Accepted Answer

We accept multiple payment methods: Credit and debit cards (Visa, Mastercard, American Express), SEPA Direct Debit for European customers, PayPal, and digital wallets (Apple Pay, Google Pay). All payments are processed securely and we never store your full payment details.

Question 25

What happens if my payment fails?

Accepted Answer

If your payment fails (e.g., expired credit card, insufficient funds), you'll retain full access to your account during a grace period while we attempt to process your payment. You'll receive email notifications about the payment issue with instructions to update your payment method. If the payment issue isn't resolved after our retry attempts (typically within 2 weeks), your subscription will be canceled and your account will be downgraded to the free plan. Your data remains safe - you can restore full access by updating your payment method and reactivating your subscription.

Question 26

Do you offer refunds?

Accepted Answer

We don't offer refunds for subscription fees, but you can cancel your subscription at any time. When you cancel, you'll retain access until the end of your current billing period. If you have concerns about your subscription, please contact support@equippanel.com and we'll be happy to help.

Question 27

Can I get an invoice for my subscription?

Accepted Answer

Yes! You can view and download invoices from your Billing page. All invoices are automatically generated and stored. You can also access the Stripe Customer Portal to manage payment methods and view billing history.

Question 28

What browsers are supported?

Accepted Answer

EquipPanel works on all modern browsers including Chrome, Firefox, Safari, and Edge. We recommend using the latest version of your browser for the best experience. The platform is fully responsive and works on desktop, tablet, and mobile devices.

Question 29

Do you have a mobile app?

Accepted Answer

EquipPanel is a Progressive Web App (PWA) that works perfectly on mobile devices, tablets, and desktops. You can install it directly from your browser to your home screen or desktop for a native app-like experience. The platform is fully mobile-optimized with touch-friendly interfaces and responsive design. No app store installation required.

Question 30

Can I integrate EquipPanel with other systems?

Accepted Answer

Currently, EquipPanel doesn't have built-in integrations. If you need integration capabilities, please contact support@equippanel.com to discuss your requirements.

Question 31

What if I encounter a bug or issue?

Accepted Answer

If you encounter any bugs or issues, please contact support@equippanel.com with details about the problem. Include screenshots if possible, and describe what you were trying to do when the issue occurred. We'll investigate and get back to you as soon as possible.