Grounds maintenance equipment tracking, from the mower to the van

Start Your Free Forever Plan (No Credit Card)

Which crew has what, today

Machines are checked out to a person, a crew or a van, with a date, and back in again at the end of the day — Check Items In and Out. A van, a trailer, the yard and the workshop are all locations (Track Assets by Location, Vehicle & Van Tracking), so one search shows everything loaded on Van HX21 LTR and another shows where the 36" ride-on is standing.

Put a due-back date on anything lent between teams and Checked-Out & Overdue Alerts tells you when it is past it. Every move is kept, so a machine shows the crews who have had it and when: Activity History & Audit Trail.

Service and inspection dates that tell you first

Every date that matters lives on the machine, and the people you name are emailed before it passes — Alerts Before a Date Passes, included from the Crew plan. The next service on a ride-on, the LOLER examination on a tipping trailer, the PUWER check on a chipper, a van's MOT, a saw's annual test: set the date once, say how many days' notice you want, and it finds you in time. Dates that come round again repeat on their own.

• The certificate, the service sheet or the invoice attaches to the machine it belongs to — Document & File Attachments — so the paperwork is on the same screen as the kit.
• Record the check itself with a repeatable Digital Checklist: blade condition, guards, cut-out, tyres, lights on the trailer.
• Track engine hours, next service hours, fuel type or anything else your fleet needs with Custom Fields, then pull a list by any of them with Custom Field Filters.
• Purchase date, price, supplier and warranty sit on the record too: Financial & Purchase Records.

Labels that work outdoors

Each machine gets an Asset ID in your own format — GM-000142, MOWER-0031, whatever the yard already calls things (Custom Asset ID Formats) — and a QR label to match (QR Code Asset Labels).

Print them to the weatherproof label stock you buy, at the size that scans well on a machine, with the Custom Label Designer and Standard Label Sheet Support. Run off blank codes in advance and assign them as kit arrives (Pre-Print Codes in Bulk); when a label finally loses a fight with a hedge, put a fresh sticker on and point it at the same machine — Assign Pre-Printed Stickers.

Scan one with a phone camera and the record opens on the spot: what it is, whose it is, when it was last serviced. See Instant Scan Lookup and the Mobile QR Scanner.

A kit list for the round, and for the season

Build the kit for a round or a job once and reuse it — mower, strimmer, blower, cans, PPE — with Lists & Kits. Scan it aboard the van in the morning and anything missing is on screen before the gate.

The machines that move between crews — the chipper, the scarifier, the turf cutter, the stump grinder — go on the Asset Booking Calendar, so the week is booked out in advance and two teams never turn up for the same one. When you hire kit out to another firm over a quiet month, the rate, the quote and the invoice are already there: Hire Pricing & Charges and Quotes & Invoices.

The list the insurer or the accountant asks for

Filter to everything over a value, everything in one yard, everything bought in one year, and export it as a spreadsheet or a PDF — Export Your Inventory and Easy reporting for insurance. Once a season, walk the yard scanning labels: anything unscanned is flagged (Stocktakes & Inventory Audits).

Getting started this week

• Bring in the spreadsheet you already keep — Import From a Spreadsheet, or follow a step-by-step guide if you are coming from Sortly, itemit or AssetTiger.
• Or photograph it. Point a phone at a machine and AI photo identification writes the name, make, model and specifications for you.
• Add the crews. Everyone works from the same live register, with the access you give them: Add Your Whole Team and One Shared, Live Inventory.

Your data stays yours and exports whenever you want it, on every plan — Your Data Is Never Held Hostage — and it is private to your company: Secure and Completely Private.

Start with the mowers

Start free on the Free Forever plan — no card. Put the ride-ons on first; the handheld kit, trailers and vans follow in an afternoon. Then see Track everything, anywhere and Right tools for every job.