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".
• →Photos and documents — a photo that becomes the register thumbnail, 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 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.

Pre-start checks

Company admins and managers build pre-start checklists under Plant & Equipment → Checklists. 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 pre-start, 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 a pre-start 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 an hour-meter reading and notes. The run is stored as it was answered, so editing or deleting the checklist later never changes a pre-start already on the record.

A No fails the pre-start. 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 Pre-start failed or Checked today, and the asset page keeps the full history, each run expandable to its answers.

A failed pre-start 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.

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.

The register view

The register lists every asset with search, a project filter (including "Not on a project"), a condition filter and a Needs attention filter. Assets that need attention sort to the top, and a stat strip above the list gives the counts.

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.
• →Pre-starts need a connection. Unlike capturing a defect, a pre-start 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.