Equipment management software: construction, handling, lifting and road-rail

What construction equipment management covers

Construction equipment management covers several tasks: knowing which equipment the company owns, where it is, how many hours it has run, when its next maintenance or regulatory inspection (VGP) is due, and which anomalies the teams have reported.

Without dedicated software, this management often relies on a combination of memory, paper logbooks and spreadsheets kept by one or two people. That works for a small fleet, but becomes fragile as soon as several sites or several technicians are working on the same equipment.

Equipment management software keeps this logic of one record per machine, but adds automatic alerts, shared access from the field, and a history anyone who needs it can consult.

Why construction equipment management is often slow to get organised

In many companies, equipment management starts informally: a site manager jots hour meter readings in a notebook, a mechanic knows the condition of each machine by heart, and inspection deadlines are tracked "by feel". This arrangement holds up as long as the team stays stable and the fleet doesn't grow too much.

The trigger that pushes a company to formalise this management is almost always the same: a VGP deadline discovered too late, a machine found broken down for lack of tracked maintenance, or information lost when the person who held it changes role. Moving to a structured tool, even a simple one, avoids depending entirely on one or two people's memory.

What to track for each machine

Reliable construction equipment management relies on a core set of information kept up to date for each machine.

• Machine identity: category, fleet number, make, model, serial number
• Current location or assigned site
• Hour meter, updated regularly
• Regulatory inspection (VGP) and maintenance deadlines, with their due date or hour limit
• History of interventions and anomalies observed, with their severity
• Documents linked to the machine (manual, inspection reports, maintenance invoices)

Equipment management software: what a good tool should offer

Construction equipment management software must meet the constraints specific to this type of equipment: usage measured in hours rather than kilometres, specific regulatory inspections, and a field that is often without network coverage.

Managing equipment without dedicated software: how far it goes

A spreadsheet or paper logbook can be enough for a small fleet tracked by a single person. The limits usually appear in three situations: when several people need to update the same information, when an inspection deadline is discovered after the fact for lack of an alert, or when equipment moves between several sites without everyone having the same up-to-date version.

To start a simple setup, Trackary provides a free equipment fleet tracking spreadsheet (one row per machine with hour meter, last maintenance and automatically calculated next deadline, last VGP and next VGP calculated), as well as free checklists and a PDF maintenance logbook.

Every equipment type, all brands: what Trackary tracks

A real fleet mixes families and brands: mini excavators from one manufacturer, telehandlers from another, hired or owned aerial work platforms, sometimes road-rail vehicles. Trackary is not tied to any one manufacturer: each machine is identified by its fleet number and category, and the same features apply to the whole fleet regardless of brand: hour meter, inspection and maintenance deadlines, anomalies, job scheduling and maintenance logbook.

The categories offered by Trackary cover the families below. They are used to classify the fleet and find a machine; the inspections to track are configured per machine (the intervals shown are the general rules, to confirm with your inspection body).

How Trackary organises equipment management

Trackary is a CMMS (computerised maintenance management system) dedicated to fleets of construction and road-rail equipment. It offers a record per machine, hour meter tracking, configurable inspections and deadlines (VGP, safety equipment, plus the equipotential bonding test and RFN approval for road-rail) with alerts to set up, field anomaly reporting with a photo, the part concerned and severity, a job scheduling view per technician with assignment, a mobile app that works offline once data is loaded, job reports exportable to PDF, and a maintenance logbook per machine.

Categories covered range from mini excavators to mobile cranes, as well as aerial work platforms, telehandlers, compactors, generators or road-rail vehicles. Trackary is quote-based, after a 30-minute video demo, with no commitment. A 30-minute video demo is available, with no obligation.

What Trackary does not do in equipment management

Trackary does not carry out VGP inspections itself and certifies nothing: that role remains with the approved inspection body. It does not handle billing, hire or contracts, and does not offer GPS, geolocation or telematics, QR codes, or parts stock management.