Example setup: Facilities and handover
Who it’s for: a team handing over a finished building, or looking after one.
What they want to know: where everything is, what it serves, and when each warranty runs out.
Use this as a starting list, and change whatever doesn’t fit.
The reports they want
Section titled “The reports they want”- Equipment by model
- Warranties past their end date
- Shutoffs by what they serve
- Access panels by page
Card types and fields
Section titled “Card types and fields”| Field | Field type | Equipment | Shutoff | Access panel | Why |
|---|---|---|---|---|---|
| Mark | Text | Yes | Yes | Yes | What lists and search call a point. The Name on every card type |
| Model | Text | Yes | From the nameplate | ||
| Serial number | Text | Yes | From the nameplate | ||
| Warranty ends | Date, Past dates turn red | Yes | Expired warranties stand out | ||
| Manual | Files | Yes | Keeps the document with the equipment | ||
| Serves | Status: Water, Gas, Power, Fire | Yes | Color tells you the system at a glance | ||
| Behind it | Select: Valve, Damper, Junction box | Yes | The report groups by it | ||
| Photos | Photos | Yes | Yes | Yes | Shows the work; nothing to count |
What each point shows
Section titled “What each point shows”| Card type | Color | Inside | Ring | Also |
|---|---|---|---|---|
| Equipment | The card type’s teal, with its icon | The card type’s icon | Nothing | Manual as a Corner mark; Mark as a Label; Warranty ends as a Label |
| Shutoff | Serves | Nothing | Nothing | Mark as Text underneath |
| Access panel | The card type’s slate | Behind it | Nothing | Mark as a Label |
Records like these don’t move through stages, so most of the color comes from the card type. The corner mark shows which equipment has its manual attached.
Templates
Section titled “Templates”- A template per equipment model, with Model filled in
Ask your AI app
Section titled “Ask your AI app”Once points are going in, you can ask Claude, ChatGPT or Grok Bot things like:
- “Which warranties run out this year?”
- “Where’s the gas shutoff for Level 3?”
- “Which equipment is missing a manual?”
Want a different setup? Tell Claude, ChatGPT or Grok Bot what your company does and ask it to adjust this one.