Equipment, assets, and preventive maintenance
Build your asset register, track repairs and maintenance, and route issues to an equipment manager.
The Equipment register is your single list of vehicles, machines, and tools, with the maintenance history behind each one. A documented preventive maintenance system is a COR requirement, and this is where it lives.
Choose the equipment types you use
Open the register and choose Manage. There is a catalog of forty four standard types across ten groups, from vehicles and heavy equipment through lifting and access, respiratory protection, fall protection, tools, and emergency equipment. Turn on the ones you operate.
Only vehicles are on to begin with. Forty categories nobody uses buries the handful they do, so the list starts short and you add to it.
Each type asks for what that equipment actually needs rather than a generic make and model. A crane asks for its load moment indicator and annual certification, an SCBA for its hydrostatic test date, a harness for its date of manufacture and whether it has ever arrested a fall. You can see exactly what a type will ask for before you turn it on.
Tip. Types you created by hand before the catalog existed are adopted when you turn on the matching one, so your equipment stays with it and starts asking for the right information. You do not have to re-enter anything.
Commercial vehicles
The Fleet group covers what a carrier runs: power units, straight trucks, trailers, converter dollies and buses, alongside light vehicles and UTVs. Each asks for what that unit actually needs — axle configuration, brake system, fifth wheel, sleeper berth, the ELD fitted to it, seating capacity on a bus. Anything you add against one of these types joins the Fleet register automatically, so you never classify a truck twice.
An inspection form for any type
A type with no inspection form of its own falls back to a generic vehicle or mobile equipment inspection, which is close enough that it is easy not to notice it is wrong for a hydrovac or a piling rig. In Manage, under "Inspection form by type", any type still on the default has a Generate button that drafts a checklist for that machine and sets it as the type’s default in one step. Scanning one of those units then opens the right form.
When you add your own type, the same offer appears at the end, ticked by default, so a new type arrives with a form already attached.
Tip. A generated form is a starting point drawn from a general model, not a jurisdiction-checked document. Read it against your own practice and the rules where you operate before crews use it. Edit it like any other form.
Dates that matter
Any date that means the equipment is no longer safe or legal to use is tracked as an expiry. A date already in the past is flagged in red as it is entered and on the equipment record, and the soonest expiry on each item is kept so the register can tell you what is running out rather than only what you own.
- Rigging tracks the specific type, from wire rope slings to plate clamps and below-the-hook devices, with the working load limit, its identification, and separate certification interval, date and expiry for the types that require it.
- SCBA tracks the hydrostatic test and the annual flow test separately, because they run on different intervals.
- Harnesses track the date of manufacture as well as the inspection, because service life runs from manufacture rather than from first use.
The inspection and certification guidance shown against each type is the common Canadian default. Where a manufacturer or a regulator says otherwise, that governs.
Turning a type off
Disabling a type keeps its equipment, along with the maintenance history and certification records. It simply stops being offered when adding new equipment or running inspections. The app tells you how many items are affected before you do it.
Adding a type the catalog does not cover
Name the equipment and the app proposes what to record about it, including anything that needs certifying. Review it, edit the fields, and save. Nothing is saved until you have read it: a plausible sounding certification interval that no regulator actually set would end up on a compliance record.
Anything the suggestion was unsure about is listed as something to check rather than presented as fact.
Who hears about problems
Set an equipment manager for the organization, and a different one per project where the person who deals with broken equipment is the one standing on that site.
- Equipment reported out of service during an inspection emails the manager immediately, and the equipment status changes to match.
- Everything else an inspection failed arrives as one daily summary, grouped by machine. An email for every finding on a large site trains the reader to ignore all of them, including the one that mattered.
A Vehicles category is set up for you from the start, marked as a vehicle type. When you add an asset under a vehicle type, the form reveals vehicle fields for license plate, registration renewal, and insurance renewal. You can also attach a photo of the registration and insurance documents, taken with the camera or uploaded, so a digital copy is kept with the asset and opens from the asset page. You can mark any type as a vehicle type, or create new ones, from the Manage panel.
Every asset can record a fuel type (gasoline, diesel, propane, electric, or other). Vehicle assets can also carry a service interval and the next service due, both by reading and by date. Registration and insurance renewals are flagged 30 days out, and service is flagged when its reading is reached or its date arrives. Affected assets are highlighted in the register, and an action is routed and emailed to the equipment manager.
Add your assets
- 1Open Equipment & Assets and choose Add Asset
Owners, administrators, and managers can add and edit assets. Everyone in the organization, including viewers and workers, can view the register.
- 2Record the details
Add a photo, a unit number, the equipment type, make, model, year, and serial or VIN. Set the meter reading in hours, kilometers, or miles, and the in-service and purchase dates.
- 3Assign it
Attach the asset to a site or project, and name an equipment manager for it. The manager is who deficiencies route to when something is found.
Track repairs and maintenance
Open any asset to see its maintenance log. Add a record for a repair, scheduled preventive maintenance, an inspection, or a deficiency. Set a status, a due date, a cost, and who is responsible. Open items show as a count on the matrix so nothing slips.
The equipment matrix
The register is a filterable, searchable matrix, much like the training matrix. Filter by type, status, site, or manager, and search by unit number, name, or serial. Export the whole register to a spreadsheet for an auditor at any time.
Under Manage, choose a default equipment manager. Any deficiency raised on an asset with no manager of its own routes to that person, so issues always have an owner.
Flagging deficiencies from inspections
On any inspection form, add an Equipment field so the person filling it in can pick the asset being inspected, filtered by type. When they submit and any Pass / Fail item is marked Fail, a deficiency is raised automatically against that asset, listed in its maintenance log and marked From Inspection. It routes to the asset manager, or your default equipment manager, who is emailed so the field and the office stay in sync.
On a vehicle or equipment inspection, picking the asset auto-fills its unit number, type, fuel type, and next service due as read-only details, so they cannot be entered incorrectly. The inspector enters only the current reading. When that reading reaches the asset’s next service due, or its service date arrives, a Service Due action is raised for the equipment manager and the inspector is reminded on the spot to tell their supervisor. The asset meter is also kept current from the reading.
If the vehicle being inspected has no current registration or insurance on file, meaning it is missing or past its renewal date, the inspector is stopped with a prominent Do Not Operate warning that tells them not to drive the vehicle and to report it to their supervisor immediately. The inspection can still be completed and submitted so the issue is on record.
Tip. Open an asset to see every inspection performed against it, newest first, alongside its repair and maintenance history.
When you mark a maintenance item complete, a short window lets you record what was done, attach or take a photo, and enter the current odometer or hour reading. If the asset has a service interval, entering the reading schedules the next service from there automatically, so the cycle keeps repeating. That closure note and photo stay on the record as your history. You can also attach a photo when you log a record by hand.
The maintenance queue
Maintenance, under Operations, gathers every open repair, deficiency, service-due, and renewal across all of your assets into one queue. Filter by status, type, or who it is assigned to, search by item or asset, and complete items right from the list. Deficiencies raised by an inspection link straight back to that inspection, so there is no searching. Overdue items are called out, and an open maintenance count appears on the dashboard for managers and up so nothing goes unnoticed.