Help Center

The Dashboard is your main landing page after login. It shows requests planned for a selected date. Use the date picker to browse different days — it defaults to today's date. Managers can plan days or weeks ahead by setting the Date Planned when creating requests. Search by reference number using the Search by ref field.

• Stats Cards — Total, Pending, Fulfilled, and Dispatched counts at a glance
• Requests Planned by Date — Table of requests for the selected date, with PDF download
• Search — Search by 6-character reference number across all requests

Equipment types define the items allocated to requests. These are fully dynamic. The system seeds common types: Roll Cage, Full Tray, Half Tray, Black Base, and Green Base. Use npm run seed to re-run the seeder (it skips existing types).

Trailer Types let you configure trailer-specific equipment capacities. Create trailers with equipment allocations, used alongside templates for request planning.

• View — All users can view the list
• Add — Managers and Admins can create new types
• Edit — Update name or description
• Delete — Admins and Managers can delete types (Admins only for trailers)

Templates are reusable equipment allocations assigned to specific suppliers. When creating a request, you must select a template — the equipment list is drawn entirely from the template.

1. 1 Create a template with a name, optional supplier, and equipment
2. 2 When creating a request, select the template — it pre-fills the equipment
3. 3 The template's equipment and quantities are used as-is

Browsing Requests

The Requests page lists all equipment requests. Use the Search by ref field to find requests by their 6-character reference number. Use the All dropdown to filter by Unfulfilled, Fulfilled, or Dispatched.

Creating a Request

A request represents an equipment allocation with a unique 6-character alphanumeric number (auto-generated or manually entered). Only Admins and Managers can create requests.

1. 1 Go to Requests and click New Request
2. 2 Enter a custom number (6 chars) or leave blank to auto-generate
3. 3 Enter a supplier name
4. 4 Select a template (required) — the equipment list is drawn from the template
5. 5 Select the depot site
6. 6 Set the Date Planned — defaults to today, but can be set days or weeks ahead for planning
7. 7 Click Create

Fulfilling a Request

Admins, Managers, and Users can fulfill requests. Both Box Number and Bay Number are required for storage location tracking. If either field is left empty, an error message is displayed on the page. The fulfillment date is automatically set to today. A Dispatch Advice Note PDF is generated with equipment allocation, storage details, and a QR code for gate scanning.

Viewing & Editing Requests

Once a request is fulfilled, the View button opens the Dispatch Advice Note PDF. The Edit button allows Admins, Managers, and Users to update the Box Number and Bay Number — the PDF is automatically regenerated with the new values. Dispatched requests cannot be edited. Security users cannot edit dispatch details. Box and Bay Numbers only accept uppercase letters, digits, and hyphens.

Security users are restricted to viewing fulfilled and dispatched requests from their assigned depot (set by an Admin). Pending requests are not shown. The dispatch page only shows recent fulfilled and dispatched requests for that depot. Admins and Managers can also access the dispatch page and see all request statuses. Non-security users (Admin, Manager, User) can update dispatch details (box and bay numbers) on fulfilled requests from the Requests page, which regenerates the PDF. Dispatched requests are locked and cannot be edited.

1. 1 Log in with a Security role account
2. 2 You're automatically redirected to the Dispatch page
3. 3 Use a barcode scanner or type the 6-character code
4. 4 Click Dispatch or press Enter
5. 5 A success message confirms the dispatch

Managing Users

Administrators can manage all user accounts from the Users page — approving pending registrations, changing roles, assigning depots for security users, and removing users.

• Approve — Activate a pending user
• Deny — Reject a pending user
• Change Role — Switch between User, Manager, Security, Admin
• Assign Depot — Set a depot for Security users (they'll only see requests for that depot)
• Delete — Remove a user (admins can't delete themselves)

Email Domain Settings

Restrict registration to specific email domains. Useful for corporate environments.

1. 1 Go to Settings in admin navigation
2. 2 Enter one domain per line (e.g. company.com)
3. 3 Leave empty to allow all domains
4. 4 Click Save Configuration

What Cookies Does Equipit Use?

Equipit uses one single cookie — an authentication token that keeps you signed in while you use the application. There are no tracking cookies, analytics cookies, advertising cookies, or third-party cookies of any kind.

• Auth Token (name: token) — Stores your encrypted login session. Expires after 7 days of inactivity.
• Consent Preference (name: equipit_cookies_accepted) — Remembers whether you accepted the cookie banner. Expires after 1 year.

Cookie Security

• HttpOnly — The auth cookie cannot be read or modified by JavaScript running in the browser. This prevents XSS-based cookie theft.
• Secure — In production, the cookie is only sent over HTTPS. It will never be transmitted over an unencrypted connection.
• SameSite — The cookie is only sent when navigating to Equipit directly from within Equipit. External sites cannot forge requests using your session.

Cross-Origin Access (CORS)

CORS (Cross-Origin Resource Sharing) controls which external websites or applications can communicate with the Equipit server. The administrator configures this via the CORS_ALLOWED_ORIGINS environment variable — typically set to the Equipit application URL itself. This prevents external websites from making API calls to your Equipit instance.

The auth cookie is protected by sameSite, which means it is only attached to requests originating from the same Equipit domain. Combined with CORS restrictions, this creates a strong defence against cross-site request forgery and session hijacking.

Your Consent

When you first visit Equipit, a banner appears explaining the cookie usage. You can Accept or Decline. Either choice stores a simple preference cookie so the banner doesn't reappear on every visit. You can clear your browser cookies at any time to reset this choice.