Time & Equipment lets supervisors capture equipment usage directly on a time card as it's created — no separate equipment log to fill out. Once equipment is added to a time card, Raken automatically generates a linked equipment log, so the equipment, operator, and cost code all stay in sync with the time entry. The time card is always the master record.

Quick Answer

To add equipment to a time card: create the time card as usual, then select the equipment from the Equipment field. On a single-employee time card, that worker is automatically set as the operator. On a crew time card, choose the Operator for each piece of equipment added. Raken creates a linked equipment log automatically — no separate entry needed.

Enabling Equipment on Time Cards

Before equipment can be added to time cards, an Account Administrator needs to turn on two settings at Company > Time Settings > Advanced:

Equipment Tracking — the master switch that surfaces equipment fields on time card entry. Off by default.
Equipment Cost Codes — an optional secondary setting that lets equipment be cost-coded separately from labor. Turn this on only if the customer needs to track equipment costs under a different cost code than the time card's labor cost code.

Equipment must also be added to Raken and deployed to the project before it appears as a selectable option on that project's time cards. See Related Articles for how to add and deploy equipment, or use Equipment Bulk Upload below to load equipment and deploy it in one step.

How to Add Equipment to a Time Card

Single-Employee Time Card

Create the time card as usual, entering hours and cost code.
Select the equipment used from the Equipment field. The list shows only equipment currently deployed to the project.
Since there's only one employee on the card, that employee is automatically set as the operator — no additional selection needed.
If Equipment Cost Codes is enabled, the equipment cost code defaults to Automatic — it uses the same cost code as the time card. Override it if the equipment needs to be tracked under a different cost code.
Click Save.

Crew (Multi-Employee) Time Card

Create the crew time card as usual.
Select the equipment used from the Equipment field.
An Operator field appears — select which employee on the time card operated the equipment. An operator is always required; equipment cannot be added without designating who used it.
Click Save.

On mobile, supervisors can add multiple pieces of equipment with different operators directly on the initial creation form — matching how crews commonly share equipment in the field. On web, the creation form supports one piece of equipment per time card at launch; to add more, save the time card first, then edit the entry to add additional equipment.

Editing, Splitting, and Copying

Editing — add, change, or remove equipment on an existing time card at any time, on both web and mobile.
Splitting — equipment carries over automatically when a time card is split, so it doesn't need to be re-entered on each split.
Copying — equipment, operator, and equipment cost code all carry over when a time card is copied.
Bulk Edit — intentionally unavailable for time cards that have equipment assigned, to prevent accidentally overwriting unique equipment assignments.

How Equipment Logs Stay in Sync

Adding equipment to a time card automatically generates a linked equipment log. The time card is always the source of truth — this is a one-way sync:

Changes made to the time card (hours, operator, cost code) automatically update the linked equipment log.
Synced fields — operator, hours, and cost code — are read-only on the equipment log. To change them, open the linked time card from the log and edit it there.
Fields not captured on the time card — mileage, fuel consumption, idle hours, attachments, descriptions — can still be added directly on the equipment log.

The same piece of equipment can be assigned to more than one worker on the same time card — useful when equipment is genuinely shared during a shift. Each assignment creates its own equipment log with its own logged hours, so be aware this can inflate total equipment usage if used unintentionally.

Moving a Time Card With Equipment

A time card with equipment assigned can be moved to a different project — this is not blocked. The time card moves and continues to display its equipment. However, the underlying equipment log and its deployment remain tied to the original project; they do not move with the entry. This is a known limitation at launch. If equipment genuinely needs to be available on a different project, manage that through equipment deployments rather than by moving the time card.

Equipment Bulk Upload

Equipment Bulk Upload is a self-serve CSV import for adding equipment to Raken's equipment library — no feature flag or setting required, and it's already available today independent of the Equipment Tracking release date.

Company-level import (Company > Heavy/On-Road Equipment) — imports equipment into the company library. No deployment is created; deploy the equipment to specific projects manually afterward.
Project-level import (Projects > Production > Equipment) — imports equipment and automatically deploys it to that project, with today as the start date.

Not supported by bulk upload: small equipment, bulk deployment import, rental information, mileage, and fuel tracking. These can still be managed manually on the equipment or deployment record.

Where Equipment Shows Up

Once equipment is captured on a time card, it's visible alongside labor across these surfaces:

Web: Time Entries view, My Time > Entries, and Projects > Time Cards show Equipment and Equipment Cost Code columns.
Mobile: Time Summary detail screens show equipment assignments from the field, and equipment activity appears in the Activity Feed.
The Time Card by Worker Report includes Equipment and Equipment Cost Code columns.
Existing equipment reports and feeds reflect equipment captured through time cards as well as equipment logged manually.

Troubleshooting & FAQ

Equipment fields aren't showing up on the time card. Why?

Check that the account is on the Performance plan and that Equipment Tracking is enabled at Company > Time Settings > Advanced.

Equipment isn't selectable on a specific project. Why?

The equipment exists in the library but isn't deployed to that project yet. Deploy it manually, or use a project-level bulk import, which deploys automatically.

Can I add equipment without designating an operator?

No. An operator is always required, since equipment usage must be tied to a specific employee's time entry. On a single-employee card, that worker is the operator automatically; on a crew card, the supervisor designates the operator for each piece of equipment. To log equipment usage with no operator, create an equipment log manually outside the time entry flow.

Can I add more than one piece of equipment to a single entry?

On mobile, yes — multiple equipment and operators can be added directly on the creation form. On web, one piece of equipment per card at launch; additional equipment can be added by editing the time card after it's created.

Can I move a time card with equipment to a different project?

Yes, this isn't blocked — but the equipment log and its deployment stay tied to the original project rather than following the entry. See "Moving a Time Card With Equipment" above.

Does this support small equipment, rentals, mileage, or fuel tracking?

Not through time cards or bulk upload at this time. Rentals, mileage, and fuel are still supported in Raken, but are set up and updated manually on the equipment or deployment record, outside the time entry flow.

Does this work with Time Clock or Kiosk?

Not yet. Equipment capture is currently available for supervisor time card entry only. Equipment and classification support for Time Clock, Kiosk, and Supervisor Clock is planned for a future release.

Technical Specifications

Compatibility: Web app and mobile app (iOS and Android)
Data Format: Equipment Bulk Upload via CSV; equipment usage included in the Time Card by Worker Report
Plan Required: Performance Plan
Role Required: Supervisors and above can add equipment on time cards; Account Administrator required to enable the Equipment Tracking and Equipment Cost Codes settings

Considerations

This feature requires the Performance Plan.
Equipment must be added and deployed to a project before it appears as a selectable option on that project's time cards.
Only Heavy and On-Road equipment is supported — Small Equipment is not included at this time.
An operator is always required when adding equipment to a time card.
Bulk Edit does not support time cards with equipment assigned.
Moving a time card with equipment to a different project does not move the associated equipment log or deployment — manage equipment location through deployments instead.
This feature is rolling out with no early adopter phase and is off by default — an Account Administrator must turn it on.

How to Track Equipment on Time Cards in Raken