Equipment & Asset Management

Track tools, machinery, equipment maintenance schedules, and maintenance logs.

Equipment Management

The Equipment plugin helps you track tools, machinery, and maintenance schedules so nothing falls through the cracks on the job site.

What This Feature Does

  • Catalog every piece of equipment with serial numbers, specs, and photos.
  • Schedule and log preventive maintenance (oil changes, calibrations, inspections).
  • Assign equipment to jobs, crews, or vehicles.
  • Get alerts when maintenance is due or certifications expire.

When To Use It

  • You own or lease multiple tools/machines across jobs.
  • You need proof of maintenance for insurance or compliance.
  • You want to avoid downtime from unexpected breakdowns.

Core Concepts

Equipment Records

Each item stores:

  • Name, category (power tool, heavy equipment, vehicle, safety gear, etc.)
  • Serial/VIN, model, manufacturer, purchase date, cost.
  • Current location (warehouse, job site, vehicle, crew).
  • Assigned owner/custodian.
  • Photos and manuals (attach PDFs or images).

Maintenance Schedules

Recurring tasks tied to an equipment record:

  • Interval: hours of use, days, weeks, months, or custom.
  • Task checklist (e.g., "Check hydraulic fluid", "Inspect blade").
  • Assigned technician.
  • Automatic due-date calculation.

Maintenance Logs

Completed work entries:

  • Date, technician, hours/mileage at service.
  • Checklist results (pass/fail/notes).
  • Parts used and cost.
  • Next due date auto-calculated.

Setup Checklist

  1. Open Equipment plugin.
  2. Add categories that match your fleet (Excavators, Generators, Saws, Ladders, etc.).
  3. Import or create equipment records—bulk CSV upload supported.
  4. Define maintenance templates per category (e.g., "Excavator 250-hr Service").
  5. Apply templates to individual equipment to create schedules.
  6. Set notification preferences (email, in-app, SMS) for due/overdue alerts.

Daily Workflows

Logging Maintenance

  1. Open equipment record or scan QR code on the asset tag.
  2. Click Log Maintenance.
  3. Select template or custom task.
  4. Complete checklist, add photos/notes.
  5. Submit—next due date updates automatically.

Assigning Equipment To A Job

  1. Open the job (Task or Calendar event).
  2. Click Equipment → Add.
  3. Pick from available items (shows current location/status).
  4. Set expected return date.
  5. Crew sees assignment in their mobile view.

Checking Availability

  • Equipment list shows real-time status: Available, Assigned, In Maintenance, Retired.
  • Filter by category, location, or custodian.

Best Practices

  • Tag every asset with a durable QR/barcode label for fast mobile logging.
  • Standardize maintenance templates by manufacturer specs.
  • Schedule inspections before peak season.
  • Archive retired equipment instead of deleting—keeps history for resale/audits.
  • Assign a custodian per item; they get the due alerts.

Common Issues And Fixes

Alerts Not Firing

  • Check notification settings in plugin and user profile.
  • Verify equipment has an active schedule with future due dates.
  • Confirm the custodian has a valid email/phone.

Overdue Items Piling Up

  • Use the Overdue filter to batch-process.
  • Reassign custodian if person left company.
  • Adjust intervals if schedule is unrealistic.

Missing History After Transfer

  • Never delete equipment records.
  • Use Transfer Ownership action to log custody chain.

SEO Context

This page supports contractor software, contractor management software, and construction time tracking software keywords when discussing asset utilization and maintenance operations.

Related Docs

  • Vehicle Logs: /docs/plugin-vehicle-logs (when available)
  • Project Management & Tasks: /docs/plugin-tasks
  • Calendar & Job Scheduling: /docs/core-calendar

Last updated: 2026-07-19