# Add an Equipment Instance (/how-to/equipment/add-instance)



Add an equipment instance whenever you need to track a specific physical unit by name — typically because you'll be filing reports against it, recording serial numbers for insurance, or both. Instances are optional and don't affect availability calculations.

Before you begin [#before-you-begin]

* You need access to the Resytech Dashboard with the **Resources** permission.
* Decide on a name for the unit. Most operators use a numbered scheme like "Jet Ski #1", "Jet Ski #2", etc.
* Optionally have the serial number / VIN handy.

Steps [#steps]

1. In the sidebar, click **Equipment** and click into the equipment item.
2. Click **Settings** in the top right of the equipment detail page.
3. Choose the **Instances** tab in the sidebar.
4. Click **Add Instance**. A dialog appears.
5. Fill in the fields:

| Field                   | Required             | Description                                                                                                                                                                                                                                                                                               |
| ----------------------- | -------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Name**                | Yes                  | A label for the unit, 1-100 characters. Must be unique would be the operator-friendly thing but is not enforced. Example: `Jet Ski #3`.                                                                                                                                                                   |
| **Serial Number / VIN** | No                   | Physical identifier. Up to 100 characters. Unique per equipment when present (case-insensitive).                                                                                                                                                                                                          |
| **Notes**               | No                   | Free text up to 2000 characters. Use for purchase date, registration details, storage location, etc.                                                                                                                                                                                                      |
| **Status**              | Defaults to Bookable | Leave on **Bookable** when adding a unit that's ready to rent. Flip to **Out of service** if you're registering a unit that's already in the shop — scheduling will treat the fleet as one smaller while the toggle is off. See [Mark an Instance Out of Service](/how-to/equipment/mark-out-of-service). |

6. Click **Create Instance**.

What happens next [#what-happens-next]

* The instance immediately appears in the Instances list. You can click into its detail page to see metadata, edit fields, or delete. Non-bookable instances show an amber "Out of service" pill next to the name.
* The equipment's `Quantity` is **unchanged**. Instances do not increment or decrement quantity — the toggle can only reduce the effective fleet, never grow it past `Quantity`.
* The instance can now have [reports filed against it](/how-to/equipment/file-report).

Tips [#tips]

* **Naming is for humans, serials are for systems.** Use the Name field for operator-friendly labels ("Jet Ski #3") and the Serial Number field for insurance / registration identifiers ("VIN 1JS-XYZ-2024").
* **You can have more instances than `Quantity`.** Retired units can stay in the registry; mark them **Out of service** and the math clamps at zero so they can't push availability negative.
* **Use the quick-edit (pencil) icon on the list** for fast renames. Click the row to open the full detail page for everything else.
* **Deleting an instance is blocked if any reports are filed against it** — this preserves audit history. Delete or move the reports first.