Adding Equipment and Units

Equipment units are the core of refrigerant tracking in RefriTrak. Each unit represents a piece of HVAC or refrigeration equipment that contains refrigerant. Units can have multiple circuits, each with its own refrigerant type and charge amount.

Before You Begin

Before adding equipment, it helps to have:

A customer already created

Tip: You can add equipment while creating or viewing a customer, or from the Units page.

Adding a New Unit

Step 1: Navigate to Units

From the main dashboard:

Click Units in the left sidebar
Click the Add Unit button in the top-right corner

Alternative Path: From a customer detail page, click Add Equipment.

Step 2: Select Customer

Customer (Optional):

Select the customer who owns this equipment
If creating from customer page, this will be pre-filled

Step 3: Enter Unit Details

Type (Required):

Select equipment type from dropdown
Examples: Rooftop Unit, Split System, Chiller, Walk-In Cooler, etc.

Make (Optional):

Manufacturer name
Examples: Carrier, Trane, Lennox, York

Model (Optional):

Model number or name

Serial Number (Optional):

Equipment serial number
Used for warranty tracking and identification

Location (Optional):

Select the service location where equipment is installed
If customer has multiple locations, choose the correct one
Can be left blank if not yet determined

Installation Date (Optional):

Date equipment was installed
Format: MM/DD/YYYY

Configuring Circuits

Every unit must have at least one circuit. Circuits represent separate refrigerant loops within the equipment.

Adding Circuits

By default, one circuit named "Main Circuit" is shown. You can:

Edit the circuit: Change name, refrigerant type, charge amount
Add more circuits: Click Add Circuit button
Remove additional circuits: Click the trash icon next to a circuit

Circuit Fields

Circuit Name (Required):

Descriptive name for the circuit
Examples: "Main Circuit", "Circuit A", "Evaporator Loop", "Condenser"
For multi-circuit systems: Use manufacturer's circuit designations

Refrigerant Type (Required):

Select from dropdown (e.g., R-410A, R-134a, R-22, R-404A)
Must be accurate for EPA compliance
Important: Cannot be changed after refrigerant transfers are recorded

Full Charge Amount (Required):

Total refrigerant capacity in pounds
This is the design charge from manufacturer specifications
Used for leak rate calculations
Must be greater than 0

EPA Appliance Type:

COMFORT_COOLING (default) - HVAC systems
COMMERCIAL_REFRIGERATION - Walk-ins, reach-ins, display cases
INDUSTRIAL_PROCESS - Industrial refrigeration
OTHER - Other applications
The appliance type is important because we based this on EPA rules for reporting requirements.

Understanding Multi-Circuit Systems

When to Use Multiple Circuits

Some equipment has multiple independent refrigerant circuits:

Typical Multi-Circuit Equipment:

Large rooftop units (Circuit A and Circuit B)
VRF/VRV systems (multiple indoor units)
Tandem compressor systems
Equipment with separate heating and cooling loops

Example: A large rooftop unit with two independent circuits:

Circuit A: R-410A, 25 lbs
Circuit B: R-410A, 30 lbs

Circuit Independence

Each circuit:

Has its own refrigerant type and charge
Tracks transfers independently
Calculates leak rates separately
Can be deactivated independently (if circuit is removed or replaced)

Best Practices

Complete Information

Highly Recommended:

Make and model (helps identify equipment later)
Serial number (for warranty and service history)
Installation date (for age tracking)
As much information available as possible

Accurate Circuit Data

Full Charge Amount:

Use manufacturer's nameplate data
Check equipment documentation
If unknown, measure during next service
Update after adding or recovering refrigerant

Refrigerant Type:

Verify with nameplate or service stickers
Don't guess - accuracy is critical for EPA compliance
Use service gauges to confirm if needed

Naming Conventions

Unit Identification:

The system automatically identifies units by make/model or type
No need to add custom IDs in the name field

Circuit Names:

Use manufacturer designations if available ("Circuit A", "Circuit 1")
Use descriptive names for complex systems ("Main Floor", "Warehouse")
Keep names short and clear

After Creating a Unit

Once the unit is saved, you can:

Track Refrigerant:

Record refrigerant transfers (adding or recovering)
View current charge
Monitor for leaks

Schedule Service:

Create jobs for this equipment
Assign technicians
Add service notes and attachments

View History:

See all refrigerant transfers
Review service history
Check leak reports

Common Questions

Q: Can I add equipment without a customer?
A: Yes, customer and location are optional. However, for proper organization and reporting, it's recommended to assign equipment to customers.

Q: What if I don't know the full charge amount?
A: Enter your best estimate, but its critical that you estimate as accurate as possible.

Q: Can I change the refrigerant type later?
A: You cannot change the refrigerant type after transfers are recorded for that circuit. If refrigerant is changed, you would deactivate the old circuit and add a new one.

Q: What if the equipment has more than 2 circuits?
A: You can add as many circuits as needed. Click Add Circuit to add additional circuits.

Q: Do I need to add circuits for every piece of equipment?
A: Yes, at least one circuit is required. This is essential for refrigerant tracking and EPA compliance.

Q: Can I delete a unit?
A: Units with refrigerant transfer history cannot be deleted to preserve compliance records. You can decommission units instead.

Q: What's the difference between deactivating a circuit and decommissioning a unit?
A: Deactivating a circuit marks one circuit as no longer in use (e.g., during a retrofit). Decommissioning a unit marks the entire unit as removed from service.