Opsima EquipmentOS is the single, intelligent system of record for physical operations. This documentation covers everything you need to get started, configure your deployment, and get the most from the platform.
New to Opsima?
Start with the Quick Start guide to get up and running in minutes.
Get your first equipment online in under 10 minutes.
Create your account - Contact your Opsima onboarding manager or email hello@opsima.com to get access.
Set up your organization - Configure your site, time zone, and default status categories.
Import your fleet - Add equipment via CSV upload or manually. See the Import Guide below.
Invite your team - Add users and assign roles. Operators, supervisors, and maintenance managers each have different access levels.
Go live - Your fleet is now tracked. Train your team on how to update status from mobile or desktop.
Initial Setup
Configure your Opsima workspace to match your operation.
Organization Settings
Configure your company name, time zone, default language, and operational calendar. These settings affect how KPIs and shift reports are calculated.
Equipment Categories
Define your equipment types (e.g., RTG, STS, Forklift, Truck). Each type can have its own status workflow, maintenance intervals, and KPI benchmarks.
Status Workflows
Customize the status states for each equipment type. Default states include Available, Running, Maintenance, and Breakdown. You can add custom states like Reserved, Inspection, or Off-Shift.
Notification Settings
Configure email and mobile push notifications for breakdown alerts, PM due reminders, and KPI threshold breaches. Set escalation rules for high-priority events.
Import Your Fleet
Import your existing fleet data via CSV or add equipment manually.
Your Opsima implementation manager will help with the initial import. Contact hello@opsima.com to schedule an onboarding session.
CSV Import Format
Your CSV should include the following columns:
Column
Required
Description
equipment_id
Yes
Unique identifier (e.g., RTG-05)
type
Yes
Equipment type (must match configured types)
make
No
Manufacturer (e.g., Konecranes)
model
No
Model name/number
year
No
Year of manufacture
initial_status
No
Starting status (defaults to Available)
Live Status
The live status dashboard shows all equipment in real-time. Status changes are reflected immediately across all connected devices.
Updating Equipment Status
Status can be updated from:
Mobile app - Scan QR code on equipment or search by ID
Desktop dashboard - Click any equipment card to update
WhatsApp - Send a message to your Opsima WhatsApp number
API - Use the REST API for automated updates
Map View
The map view shows equipment location using GPS data from telematics integrations or manual location assignments. Enable GPS tracking in Settings to see real-time positions.
Timeline and History
Every status change, note, and event is logged with timestamp and user. Access the equipment timeline from any equipment detail page. History is retained indefinitely.
Maintenance
Configure preventive maintenance schedules, track work orders, and use AI-powered prioritization to reduce unplanned downtime.
Creating PM Schedules
Go to Maintenance > Schedules to create preventive maintenance plans. You can trigger PMs by calendar (every 30 days), meters (every 500 engine hours), or a combination of both.
Work Orders
Work orders are automatically created when a PM becomes due or when a breakdown is reported. Assign work orders to technicians, track completion, and log parts used.
AI Prioritization
Opsima Intelligence assigns a Risk Score (0-100) to each piece of equipment based on maintenance history, meter readings, and failure patterns. Use the Priority View in Maintenance to see what needs attention first.
KPIs and Reports
Opsima automatically calculates key performance indicators from your equipment events.
MTBF
Mean Time Between Failures. Calculated from all breakdown events per equipment type.
MTTR
Mean Time To Repair. Time from breakdown status to return to service.
Availability
Percentage of time equipment is available or running during operational hours.
Utilization
Percentage of scheduled time the equipment is actively running.
To generate a report, go to Reports and select your date range, equipment types, and format (CSV or PDF). Scheduled reports can be delivered by email daily, weekly, or monthly.
Workflows
Opsima supports three core collaboration workflows: Dispatch, Share, and Reserve.
Dispatch
When a breakdown occurs, use the Dispatch tool to find an available replacement. Filter by equipment type, location, and hours since last maintenance. Assign and notify the operator in one click.
Third-Party Access
Generate a read-only share link for OEM partners, contractors, or clients. They see live equipment status without needing an Opsima account. Links can be scoped to specific equipment types and expire automatically.
Reservations
Reserve equipment for planned PM, inspections, or shift assignments. Opsima AI ranks available equipment by risk score to help you choose the best candidate. At reservation start time, status automatically updates to Reserved.
Equipment Meters
Track usage-based metrics to trigger PMs at the right time, not just by calendar.
Supported meter types include: Engine Hours, Lift/Spreader Cycles, Fuel Used, Distance (km), and custom component metrics. Readings can be entered manually, pushed via API, or synced automatically from telematics integrations.
To configure meters for equipment, go to the Equipment detail page and select Meters. Add a meter type, set the initial reading, and define PM thresholds. Opsima will alert you when a threshold is approaching or exceeded.
Users and Roles
Opsima uses role-based access control (RBAC) to manage what each user can see and do.
Admin
Full access to all settings, users, equipment, and data. Can configure workflows and integrations.
Supervisor
Can view all equipment, update status, create reservations, dispatch replacements, and view reports.
Maintenance Manager
Can manage maintenance schedules, work orders, and meter readings. Cannot change operational status.
Operator
Can update status for assigned equipment and view the live dashboard. Cannot access reports or settings.
Permissions
Beyond role-based access, Opsima supports granular permissions scoped to specific equipment types, sites, and actions.
Custom permissions are available on Enterprise plans. Contact hello@opsima.com to discuss your needs.
Integrations
Connect Opsima to your existing systems for seamless data flow.
Telematics
Kalmar, Konecranes, Liebherr, generic OBD/CAN bus
CMMS
SAP PM, Maximo, eMaint, MP2
TOS / ERP
Custom integrations via REST API and webhooks
Communication
WhatsApp Business API, email, SMS
API Reference
The Opsima REST API lets you read and write equipment data programmatically.
Base URL
https://api.opsima.com/v1
Authentication uses Bearer tokens. Generate an API key from Settings > API Keys.
Update equipment status
PATCH /equipment/:id/status
{ "status": "breakdown", "note": "Hydraulic system failure", "timestamp": "2025-03-25T10:30:00Z" }
Full API documentation available on request. Contact hello@opsima.com.
FAQ
How long does implementation take?
Most customers go live within 4 weeks. Week 1: configuration and fleet import. Weeks 2-3: status mapping, data QA, and KPI validation. Week 4: go-live, playbooks, and team training.
Does my team need to change how they communicate?
No. Opsima is designed to work with your existing communication channels. Your team keeps using WhatsApp, radio, and email. The AI captures equipment updates automatically.
What happens to our data if we leave?
Your data is always yours. We provide a full CSV export of all equipment records, events, and maintenance history on request.
Is there a mobile app?
Yes. Opsima has a mobile-optimized web app accessible from any smartphone browser. Native iOS and Android apps are available on Enterprise plans.