Guides

Equipment fleet management guides

By Romain Nivelle, THE LEVEL CODE · Updated

VGP inspections, maintenance, checklists, free templates, scheduling and fieldwork: practical guidance for fleet managers, workshop leads and technicians. Sources cited, limits acknowledged.

Where to start

Looking for equipment fleet management software, a CMMS for construction equipment or a VGP tracking software? Start with these pages, then see the equipment management software (construction, handling, lifting, road-rail), the CMMS software, the preventive maintenance plan and the CMMS pricing page. For rail equipment, start with road-rail vehicle: definition and management, then the road-rail excavator and road-rail aerial platform guides.

Equipment fleet management software

Equipment management appEquipment management app: mobile tracking in the field, offline operation, link with the web, and what Trackary actually offers.Equipment management software: construction, handling, lifting and road-railConstruction equipment management software for plant, lifting and road-rail equipment, all brands: machine records, VGP, maintenance, anomalies and scheduling.Which software should you use to run a heavy equipment workshop?Workshop management software for construction and heavy equipment: mechanics' schedule, jobs, per-machine logbook. What it does, what it doesn't.Work order management software: how does it work?Work order management software for equipment workshops: requests, mechanic scheduling, mobile job reports, even offline.Construction equipment fleet management softwareConstruction equipment fleet management software: features expected on site, selection criteria, free options, and where Trackary fits in.Equipment fleet management softwareEquipment fleet management software: key features, selection criteria, comparison table, free version and Trackary's exact scope explained.What is CMMS software and what is it for?CMMS software: what it does, who it is for, the features to require, generalist CMMS or CMMS for construction equipment. A simple guide for fleet managers.Free VGP tracking software: what actually existsFree VGP tracking software: the options that actually exist, their limits, and when paid software becomes useful for tracking deadlines.Construction equipment tracking: the record that saves you timeConstruction equipment tracking: what a tracking sheet should contain, a free Excel spreadsheet to download, PDF tools, and dedicated software if needed.

Managing an equipment fleet

A CMMS for construction and civil engineering equipmentCMMS and maintenance software for construction and heavy equipment: fleet, VGP inspections and deadlines, faults, scheduling and a mechanics' app. 30-min demo.VGP tracking software so you never miss a deadlineTrack VGP inspections for your aerial platforms, excavators and lifting equipment: per-machine deadlines, alerts, faults and history. Trackary prepares, the inspection body checks.Maintenance software for aerial work platform (MEWP) fleetsManage your fleet of aerial work platforms and MEWPs: VGP inspections every 6 months, faults with photos, technician scheduling and a per-machine maintenance logbook. Video demo.A digital maintenance logbook for every machineA digital maintenance logbook for every machine: job history, reports, faults and inspections. Useful for the statutory lifting equipment maintenance logbook.The mobile app for equipment mechanics and techniciansMobile app for maintenance technicians: today's jobs, machine record, job report, meter reading. Works offline.

Comparisons and alternatives

Equipment fleet management software comparison (2026)2026 comparison of equipment fleet management software and CMMS: Optim’BTP, Traxxeo, Hector, B2O, Mobility Work, DimoMaint, Cloud VGP and Trackary.B2O or Trackary: which one should you choose for your construction equipment fleet?B2O (myB2O) or Trackary to manage a construction equipment fleet? Factual comparison: integrated ERP, fleet module, CMMS, VGP, offline mobile, when to choose each.Alternative to Cloud VGP: fleet tracking or VGP inspections?Alternative to Cloud VGP: compare deadline tracking, inspection reports, equipment maintenance, pricing and offline mobile use.DimoMaint MX alternative: which one for your equipment?DimoMaint MX alternative: compare construction equipment maintenance tools, VGP tracking, offline mobile, stock and technician scheduling.Hector alternative: which solution for maintaining your construction equipment?Hector Asset Manager alternative for a construction equipment fleet: a factual comparison of inventory, stock, QR codes, maintenance, VGP, offline mobile and pricing.Alternative to Mobility Work: which tool for your equipment fleet?Alternative to Mobility Work: compare industrial maintenance and construction equipment tracking, offline mobile, parts, inspections and pricing.Optim’BTP alternative: which solution for maintaining your equipment?Optim’BTP alternative for maintaining an equipment fleet: factual comparison, published pricing, and when to choose the construction ERP or a CMMS like Trackary.Traxxeo or Trackary: which should you choose for your equipment fleet?Traxxeo or Trackary for your construction equipment fleet? A factual comparison: assignment, GPS, maintenance, VGP, offline mobile. When to choose which.

Free tools

Equipment fleet spreadsheet (Excel, French template)One row per machine: hour-based servicing, VGP, colour-coded status.VGP inspection deadline calculatorEquipment type + date of last inspection = next due date.VGP tracking spreadsheet (Excel, French template)Free, no signup: deadlines calculated, overdue items in red.Aerial platform checklist (PDF, French template)Printable, start of shift.Equipment and mini excavator checklists (PDF, French template)Walk-round check before starting.Maintenance logbook (PDF, French template)One row per job.Work order template (PDF, French template)For the customer to sign.Preventive maintenance plan (Excel, French template)Hour- or calendar-based deadlines, calculated.Checklist: choosing a CMMS (PDF, French template)Compare 3 vendors with the same criteria.

VGP inspections and checks: the answers

What to check on an aerial work platform before use?Aerial work platform pre-use inspection: shift-start checklist, emergency function tests, work area and documents to request for a hired MEWP.What documents are required for a piece of construction equipment?Required documents for construction equipment: instruction manual, EC declaration, VGP reports, safety register, maintenance logbook, operating authorisation.How to read a VGP report?How to read a VGP report: what the report contains, understanding the findings, what to do next, deadlines and how long to keep reports.How often is a VGP required? Intervals by equipment typeVGP inspection intervals: how often for an aerial work platform, forklift, mini excavator, crane or overhead crane? Table based on the 2004 order.How much does a VGP cost? Aerial work platform, mini excavator, forklift: what sets the priceVGP inspection cost for an aerial work platform, mini excavator or forklift: no set price. The factors behind the quote, how to compare offers and cut costs.VGP tracking spreadsheet in Excel, freeDownload a free VGP tracking spreadsheet in Excel: deadlines calculated automatically, overdue items in red, intervals from the French order of 1 March 2004.What is a VGP? The periodic thorough inspection explained simplyWhat is a VGP? The periodic thorough inspection explained simply: who carries it out, what is checked, the report, the logbook and the differences.What is the VGP of a forklift?Forklift VGP: mandatory or not, every 6 months, what is checked, the telehandler and its attachments, CACES R489. Fully sourced.Overdue or forgotten VGP inspection: what do you risk, and what should you do right now?Overdue, lapsed or forgotten VGP inspection: what you risk (fines, labour inspectorate, accidents), what to do right away, and how to never miss one again.Is VGP mandatory or not? The equipment-by-equipment tableIs VGP mandatory or not? Case-by-case table: mini excavator, electric pallet truck, forklift, MEWP, crane, dumper. With the official text for each case.

Maintenance and fieldwork

Free work order template for equipment maintenanceFree PDF work order template for equipment maintenance: reason, work done, parts, time spent, return to service and signatures.Printable equipment maintenance logbook, freeFree equipment maintenance logbook in PDF: one row per intervention (date, hours, work done, person). Printable for excavators, aerial platforms, forklifts.Construction equipment checklist: the equipment walkaround before you startFree PDF checklists for construction equipment and mini excavators: equipment walkaround, fluid levels, cab, greasing. Print for shift start-up.MEWP checklist: the checks before every useFree MEWP checklist in PDF: pre-use checks before operating an aerial work platform (MEWP), documents, area, machine, tests, PPE.How do you maintain a telehandler?Telehandler maintenance: start-of-shift checks, boom, hydraulics, logbook and VGP. Practical reference points, subject to the manufacturer's manual.How do you maintain a mini excavator day to day?Mini excavator maintenance: daily checks, greasing, oil changes and hours tracking. A practical guide with indicative frequencies and warning signs.How to maintain an aerial work platform?Aerial work platform maintenance: points to check, batteries, servicing and the maintenance logbook. Distinguish routine care from the mandatory VGP.

CMMS and fleet management

How to choose a CMMS?How to choose a CMMS for your equipment fleet: criteria, questions to ask vendors, pitfalls to avoid and a free PDF checklist for comparing options.How do you manage a construction equipment fleet well in Excel?How to organise an Excel file for tracking a construction equipment fleet: recommended columns, rules for keeping it up to date, limits and next steps.What is a CMMS?A CMMS (computerised maintenance management system, GMAO in French) is software that organises the upkeep of an equipment fleet. A simple explanation, no jargon.Free CMMS or Excel: which should you choose for your fleet?Free CMMS or Excel to track your equipment? Real advantages and limits of each solution, and signs it’s time to switch tools.Equipment fleet management softwareEquipment fleet management software: key features, selection criteria, comparison table, free version and Trackary's exact scope explained.How do you organise preventive maintenance for your equipment?Preventive maintenance for construction equipment: the difference from corrective maintenance, an example plan, scheduling, and anomaly tracking.What is a preventive maintenance plan?Preventive maintenance plan: definition, scheduled, condition-based or predictive, example for an equipment fleet and a free Excel template to download.How much does a CMMS cost?How much does a CMMS cost? Per-user or per-equipment subscriptions, licence or quote, hidden fees (deployment, data migration, training) and how to work it out.

Road-rail vehicles

App for road-rail equipment: the guideApp for road-rail equipment: technicians check equipment records and log checks, photos and reports in the field, even without a network.What is a road-rail vehicle (or road-rail equipment)?Road-rail vehicle or road-rail equipment: simple definition, types (excavator, MEWP, truck, shunter) with models, basic rules and fleet tracking.Road-rail vehicle and VGP glossaryRoad-rail glossary: plain definitions of 35 terms, including road-rail vehicle, excavator, MEWP, shunter, VGP, CMMS, CACES, AMM, QR code and traceability.CACES and authorisation for a road-rail vehicleCACES R482 category B3, employer's authorisation to operate, critical rail safety tasks from April 2026: who issues what, which records to keep.Road-rail equipment hire checklistAnnotated checklist to prepare the hire of a road-rail vehicle: need, documents, condition, accessories, departure, use and joint return inspection.Pre-start check for a road-rail vehicleStructure the pre-start check for a road-rail vehicle: identification, configuration, relevant points, deviation, decision and field report.Compliance documents for a road-rail vehicleCompliance documents for a road-rail vehicle: CE marking, instructions, VGP inspections, maintenance, CACES and authorisations, organised into 4 layers for a clear file.Road-rail shunter: definition and trackingIs a shunter road-rail? Definition, the boundary with rolling stock, uses, fleet records and preparing a job, with sources.Software for railway equipment and fleet managementWhat software should you use to manage railway equipment? Machine record, scheduling, documents, maintenance, field work, hire and the limits of Trackary's scope.Road-rail equipment fleet management softwareRoad-rail equipment fleet management software: 6 criteria to choose well (data, scheduling, offline field work, history, security, pilot).Road-rail equipment maintenance: guideMaintenance of road-rail equipment: service plan, jobs, hour meters, findings and traceability, without confusing it with VGP or pre-use checks.Road-rail MEWP: which models, hire or purchase, what rules?Road-rail MEWP: models (RR11T, RR14, SKYRAILER), working height and outreach, hire or purchase, CACES R.486, VGP every 6 months and fleet tracking.Road-rail excavator: which models, how to choose and track them?Road-rail excavator: manufacturers and models (Mecalac, Liebherr, Colmar), how to choose one, what to check when buying, used or hired, and the load chart.Road-rail equipment scheduling and availabilityMethod for scheduling road-rail vehicles: requests, configurations, maintenance, conflicts, unavailability and multi-site trade-offs.QR codes for road-rail vehicles: a guideQR codes on road-rail vehicles: a scan opens the machine's record, its documents and the right checklist. Stable identifier, access rights, network and limits.Machinery Regulation 2027 and road-rail equipmentMachinery Regulation (EU) 2023/1230 applies from 14 January 2027: what changes for road-rail equipment, roles, documentation, modifications and monitoring to set up.Road-rail equipment hire management softwareRoad-rail equipment hire management software: availability, documents, dispatch, returns, reserves, maintenance and deadlines tracked in Trackary.VGP inspections for road-rail vehicles: trackingVGP inspections for road-rail vehicles: don't confuse VGP, maintenance, pre-use checks and rail compliance; track deadlines and find every report.What is a road-rail truck used for, and how do you track it?Road-rail truck: MEWP, crane or jetting unit, uses and inspections to keep separate between road, rail and the work equipment. A field guide.

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