Plant & equipment
The plant register is the company's list of machines: the excavator, the forklifts, the scissor lift, the generator, the trucks and trailers. It sits beside the contractor register (companies) and the members directory (people) as the third company-level list, because a machine moves between sites and its service history should not split in two every time it does.
Open it from the Plant & Equipment tile in the Team row of the organisation dashboard.
What an asset carries
- →Name and category — pick from a preset list (excavator, forklift, telehandler, elevated work platform, scissor lift, crane, generator, compressor, truck, trailer and so on) or type your own.
- →Make, model, year and serial number.
- →Registration — the road registration and the plant registration are kept as separate fields, plus an asset tag of your own.
- →Owner or hire company and a contact, for plant that is hired in rather than owned.
- →Condition — Good, Fair, Poor or Out of service. You set it; nothing changes it on its own.
- →Current project — optional. A machine in the yard between jobs is "Not on a project".
- →Photo — add one when you create or edit the asset (iPhone HEIC photos are accepted). It becomes the register thumbnail.
- →Compliance documents — registration, annual and major inspections, plant risk assessment, design registration, load test certificate, hire agreement, operator manual or a type of your own. Each has a reference number, an expiry date, notes and an optional scan, and is badged as it comes due, the same way insurance is.
- →Files — the insurance certificate, service sheets and anything else worth keeping against the machine.
Servicing
Give an asset a service interval in days and the date of its last service, and the next service date is worked out for you. Logging a service, with an Hours or Km reading if you have one, adds it to the asset's service history and rolls the dates forward. A back-dated entry never drags the due date backwards, and deleting a service record recalculates from the ones that remain.
Insurance
Each asset holds one policy: insurer, policy number and expiry. (A contractor can hold several policies; a machine has one.)
Licensed operators
Add the people who operate a machine from your members, and point each one at the licence or ticket they operate under. If that ticket lapses, the machine shows it, so nobody has to cross-check two screens before handing over the keys.
Daily checks
Company admins and managers build daily checklists under Plant & Equipment → Checklists, starting from a ready-made Daily plant checklist if you like. A checklist is a list of lines of three kinds:
- →Yes / No checks — "Hydraulic hoses free of leaks", "Seatbelt fitted and working".
- →Text lines — for a reading or a short answer.
- →Headings — to break a long check into sections.
A checklist can apply to one category (every forklift) or to every asset. When someone starts a daily check, the asset's category checklist is used first and the company-wide one is the fallback. Checklists can be switched off without being deleted.
Anyone on the staff side who can see the register can Run today's check from the asset page, which is the point: the operator does the morning check. Every check needs an answer (Yes, No or N/A), a No opens a note for what is wrong, and there is room for a meter reading (Hours or Km) and notes. The operator then signs off: the check records their name and a signature drawn on screen, and it can't be submitted unsigned. The run is stored as it was answered, so editing or deleting the checklist later never changes a check already on the record.
A No fails the check. Every active company admin and manager, other than the person who ran it, gets an in-app notification naming the machine, the site and the failed checks. The register row shows Checked today, Not checked today (on a site, and today's check is still owed) or Check failed, and the asset page keeps the full history, each run expandable to its answers and who signed it.
A failed check does not raise a defect or take the machine out of service by itself. Someone decides that: set the condition to Out of service, and raise a defect or a work order for the repair if the fix needs tracking.
Reminders
A check runs every morning at 7:00 (Sydney time) and sends an in-app notification to company admins and managers when:
- →a service is due within 14 days, or has gone past due;
- →insurance expires within 30 days, or has expired;
- →a compliance document expires within 30 days, or has expired.
Each reminder is sent once. Changing the date (logging a service, editing the expiry) sets it up to remind again. The 14- and 30-day thresholds are the same ones the register uses to badge an asset amber, so the notification arrives the morning the badge changes. Reminders are in-app only; they are not emailed.
Compliance documents also appear on the company-wide Expiring Soon page, which admins and managers open from the HR page. It lists everything lapsed or lapsing in the next 30, 60 or 90 days across member licences, contractor licences and insurance, and plant. See Contractors.
The register view
The register lists every asset with search, a project filter (including "Not on a project"), a condition filter, a Needs attention filter and a Daily check owed filter for machines on a site that haven't been checked today. Assets that need attention sort to the top, and a stat strip above the list gives the counts, including Checked today as done out of on site.
Who can do what
What it does not do
- →No QR code per machine yet. QR codes point at locations, not at assets.
- →No planned-maintenance work orders. The service date reminds you; it does not book the service.
- →No email reminders. Notifications are in-app.
- →Daily checks need a connection. Unlike capturing a defect, a daily check is not queued offline; run it where the phone has signal.
- →Defects are not linked to an asset. A defect lives at a location on a project; mention the asset in its description.