Refrigerant Tracking (Mobile)

Enhances equipment management by allowing users to capture liquid top-off values for refrigerant equipment, directly on work orders, preventive maintenance tasks and equipment based inspection tasks. This functionality enables precise monitoring and reporting of refrigerant leakage across equipment, helping organizations maintain compliance with environmental regulations and identify potential concerns or inefficiencies. 

To learn how to set up, manage workflows, and leverage reporting for refrigerant tracking on the web platform, click here for the Refrigerant Tracking - Setup, Workflow, and Reporting (Web) article.

Article Overview:

• Equipment Configuration (Mobile):
  • Create New HVAC Equipment as Refrigerant Specific: Outlines the steps to create new refrigerant-specific equipment via the mobile app.
  • Enable Existing HVAC Equipment as Refrigerant Specific: Details how to update existing HVAC equipment to include refrigerant tracking information.
• Applying Top-Off in Tasks (Mobile):
  • Apply Refrigerant Top-Off in Work Order (HVAC): Describes the process of adding refrigerant top-off information within a work order via the mobile app.
  • Apply Refrigerant Top-Off in Preventive Maintenance (HVAC): Explains how to record refrigerant top-off data in a preventive maintenance task using the mobile app.
  • Apply Refrigerant Top-Off in Inspections: Top-off questions will be automatically triggered on the inspections that refrigerant-specific equipment has been added to.
    • If users wish to change any of the top-off answers for Inspections, they will need to re-open the inspection and change the answer per the top-off question. Unlike Work Orders or PMs, edits to the inspection top-off direction must be done in the Inspection question itself.
• Reviewing and Editing Refrigerant History (Mobile):
  • Review Equipment Refrigerant History: Explains how to access and review the history of refrigerant top-offs for specific equipment within the mobile app.
  • Edit Equipment Refrigerant History: Describes how to edit previously recorded top-off values through the mobile interface.
• Permission Requirements
  • This is a Admin enabled feature and a paid add on to the equipment module
  • If a PMO account has the Refrigerant Tracking feature enabled, they will see a new permission option:
  • “Can Access Refrigerant Tracking” - available for all permission groups. Allow a user to enter in the top off amount for a work order, preventive task and/or inspection task.
    • Note: if an assignee tries to complete a work order or task with refrigerant specific equipment tied to it and they do not have the can access refrigerant permission, they will be met with an error, which will block them from completing the task and require a user with permission to refrigerant tracking to enter in the top off and complete it.

Create New HVAC Equipment as Refrigerant Specific 

1. Visit the equipment page on the homepage
2. Hit Add (+) button to begin creating new equipment
3. Enter Equipment name
4. Select category, ONLY HVAC can be as refrigerant specific
5. Choose any asset type under HVAC
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6. Toggle on ‘Refrigerant’
7. Enter Refrigerant type (only required on create new equipment)
8. Enter Charge Amount (Capacity, convert to pounds (lbs.), decimal allowed)
9. Select the property where this equipment is or will be located at.
10. Tap Create equipment Button at bottom of page

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11. Once created all details can be view and edited except (category, asset, property)

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Enable existing HVAC Equipment as Refrigerant Specific

1. Visit Equipment from Homepage
2. Find the HVAC equipment user wants to change to Refrigerant Specific
   1. Recommend using filter to find the Property using the ‘Asset Type’
3. Once the property is found select the non-refrigerant HVAC equipment. User will land of details screen

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4. Expand ‘HVAC fields’ section & Refrigerant Charge field should be empty
5. If Yes, Tap edit top right of screen, scroll down, expand "HVAC Fields” section and enter the Charge amount in lbs. (decimals allowed).
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6. It is recommended to input the Refrigerant type for documentation but not required.
7. Hit Save and now that HVAC equipment is now flagged as refrigerant specific  

Apply Refrigerant top off in Work Order (HVAC)

** The property must have equipment refrigerant specific equipment, if not the equipment will need to be created prior to amending the Work Order. **

**When creating a new work order if the equipment attached is already refrigerant specific,  it's the same top off process as adding a refrigerant-top off equipment post Work Order creation**

1. If a work order is already created, scroll to the bottom of the newly designed work order details page and under the ‘Show More’ block.

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2. Expand “Show More” block and select ‘Add equipment’
3. User will be taken to the equipment list page for that property and all equipment which is refrigerant specific will display the “charge amount” below the asset type.

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4. Once refrigerant specific equipment is added to the work order, the show more section will update, a top off question will now appear.
   1. This is now a required question in order to complete the work order.
   2. No value is selected by default.

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5. If user tries to proceed without answering question an error message will appear.
   1. Please confirm if the refrigerant was topped off”

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6. If the user hits yes and doesn't enter the value, a different error message will appear.
   1. “Please enter refrigerant amount.”

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7. If user adds refrigerant top off value must be positive. If the user removes refrigerant the top off value must be negative.

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8. Once answered the Work Order can be marked as completed.

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Apply Refrigerant top off in Preventive Maintenance (HVAC)

** The property must have equipment refrigerant specific equipment, if not the equipment will need to be created the Preventive Maintenance Task**

**When creating a new Preventive Maintenance if the equipment attached is already refrigerant specific is the same top off process as Work Order **

1. From the Mobile dashboard go to Preventive Maintenance task.
2. From the Task list select the task to be completed
3. If the equipment attached is refrigerant specific, then the “charge amount” is present below the asset type/equipment name. (SKIP TO # 10)
4. If the equipment attached is HVAC specific but NOT flagged as refrigerant specific user can tap on the equipment name, and user will land of details screen

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5. The Refrigerant Charge field under HVAC Fields’ should be empty
6. If Yes, Tap edit top right of screen, scroll down, expand "HVAC Fields” section and enter the Charge amount in lbs. (decimals allowed).
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7. It is recommended to input the Refrigerant type for documentation but not required.
8. Hit Save and now that HVAC equipment is now flagged as refrigerant specific
9. Once user hit save and return back to the PM task.
10. If Top off question is disabled, and presented with banner below check the PM task status. This is because the status is set to ‘HOLD’. Change status  to ‘Open” 

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11. Once status is changed, the question will be enabled.
12. User will be presented with the Refrigerant top off question. (Required question)

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13. If user tries to proceed without answering question an error message will appear.
    1. Please confirm if the refrigerant was topped off”

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14. If the user hits yes and doesn't enter the value, a different error message will appear.
    1. “Please enter refrigerant amount.”

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15. If user adds refrigerant top off value must be positive. If the user removes refrigerant top off value must be negative.
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16. Once answered the PM task marked as completed.

Review Equipment Refrigerant History

Users can visit a specific equipment via the equipment list/details to find the history page, where all previously recorded Top-off values will be visible per user permission.

1. Once the user lands on the details page, at the top of the page using the horizontal scroll, tap on refrigerant history. 

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2. This will land user on the default last 30-days history page.
   1. This shows all recorded top-offs for this equipment across all tasks (WO/PM/INSP)
   2. User can tap on the Task ID, which opens that specific task which it was collected against.

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3. If user wishes to change date range, tap on the calendar icon, which opens a list which allows you to quickly expand the range.
   1. If looking for a custom range tap on ‘by date range’ and provide the from & to dates.
4. If user does not have any refrigerant history user will see the last screen above.

Edit Equipment Refrigerant History

Allows user to edit a past top up record from any task type using the pencil icon.

1. User can tap on the pencil which opens the edit top-off screen.
2. By default, the original amount will be visible, and the user can change the value.
   1. Only 1 value after decimal is allowed
   2. If all digits are removed and user hits done, we will just close the bottom sheet and not update any values.

Apply Refrigerant top off in Inspections

When equipment is added to the inspections, if the equipment is refrigerant specific it will automatically trigger a top-off question. 

Edit Top Off History

You can click on the pencil icon to edit Top Off History