# Track equipment and maintenance

> Keep a list of your trucks, mowers, machines and tools, set maintenance schedules by engine hours, miles or dates, and let crews log hours and mark service done from their phone. Crewtavo tells you when maintenance is coming due.

**Equipment** (fleet maintenance) keeps track of your trucks, trailers, mowers, machines and tools: what maintenance each one needs next, its hours or miles, and every service, repair and receipt. Crews log hours and mark service done from their phone, and Crewtavo tells the people who look after the equipment when something's coming due.

## Who can do what

- Everyone on your team sees **Equipment** and can log work on any machine: hours or miles, maintenance, repairs and notes. They can delete their own entries.
- Owners, and admins, office staff, estimators and crew leads whose role has **Manage equipment and maintenance**, add, change, retire and delete equipment and its maintenance schedules, and can delete anyone's entries. Office staff, estimators and crew leads have it to start with, and so does the starter **Foreman** role.
- What equipment costs (the price paid and upkeep) is only for owners, and admins and office staff whose role has **Job costs and profit**.

Subcontractors don't see your equipment. See [What each role can see and do](https://crewtavo.com/docs/team/roles-and-permissions/).

## Add equipment

1. Open **Equipment** and choose **Add equipment**.
2. Give it a **Name**: what the crew calls it, like "Truck 2" or "Skid steer".
3. Pick its **Type**: **Truck or vehicle**, **Trailer**, **Mower**, **Machine**, **Small tool** or **Other**.
4. Check what it **Tracks**: **Engine hours**, **Miles** or **Dates only**. The type picks one for you (miles for a truck, hours for a mower or machine, dates only for the rest), and you can change it.
5. Type the **Hour meter now** or **Odometer now**, if you know it.
6. Pick a **Crew**, or leave **No crew (shared)**.
7. Under **Maintenance to track**, tick the starter schedules you want. They're "Counted from today", at the reading you typed. Change them to match the manual any time.
8. Open **Make, model, serial and notes** for the **Make**, **Model**, **Year**, serial number (or VIN), **Plate** for trucks and trailers, **Bought on**, **Price paid** (only people who see job costs see it), **Notes** (oil type, filter part numbers, where the keys are) and **Add a photo**.
9. Choose **Add equipment**.

The starter schedules for each type:

| Type | Starter maintenance |
| --- | --- |
| **Truck or vehicle** | **Oil change** every 5,000 miles or 6 months, **Rotate tires** every 7,500 miles, **Inspection and registration** every year |
| **Trailer** | **Check tires, lights and brakes** every 3 months, **Grease wheel bearings** every year |
| **Mower** | **Oil and filter** every 100 hours or 1 year, **Sharpen blades** every 25 hours, **Grease fittings** every 50 hours, **Air filter** every 200 hours |
| **Machine** | **Engine oil and filter** every 250 hours, **Grease fittings** every 10 hours, **Hydraulic filter** every 500 hours |
| **Small tool** | **Tune-up** every year |

On a machine that tracks **Dates only**, a starter schedule that only counts hours or miles becomes once a year.

## Set up maintenance schedules

A schedule is one job that comes due again and again, like an oil change. On the machine's page, choose **Add schedule** under **Maintenance** (or **⋯ → Add maintenance schedule**):

1. Pick a starter one from the buttons at the top, or type **What's done**.
2. Set how often:
   - **Every so many hours** (or miles): for machines that track them.
   - **Or every** so many **days**, **weeks**, **months** or **years**.

   Fill in one or both. With both, it's due at "whichever comes first", like "Every 100 hours or 1 year".
3. **Last done**: the date it was last done, and the reading then, so Crewtavo knows when it's next due. It's only asked until the first time it's logged.
4. Add **Notes** (parts, fluids, steps) if you like, then choose **Add schedule**.

Each schedule shows how often it's due, when it was last done, and when it's next due, like "Due in 5 days", "Due in 40 hours", "Due today" or "3 days overdue". It turns to **Due soon** in the last quarter of the time (at most 14 days before) or the last 10% of the hours or miles, and to **Overdue** once the date or reading passes.

A schedule's **⋯** menu has **Edit schedule**, **Pause** and **Remove**. Paused schedules are listed at the bottom with **Turn back on**. Removing one keeps its past maintenance in the history.

## Log work

On the machine's page:

- **Log hours** (or **Log miles**) saves a new hour meter or odometer reading.
- **Log work** marks maintenance done. **Done** next to a schedule does the same with that schedule picked. Pick **What was done**, or **Something else** and type it.
- **⋯ → Log a repair** records something you fixed, like "Replaced deck belt".
- **⋯ → Add a note**, like "Pulls left, check tire pressure".

Each has a **Date**, the reading (for maintenance and repairs it starts at the last one), and **Notes**. For maintenance and repairs, **Add what it cost** takes the **Cost**, **Where** it was done or bought, a receipt photo, and **I paid with my own money (reimburse me)**. The cost goes in as an "Equipment upkeep" expense. Choose **Mark done** (or **Save**).

Logging maintenance starts that schedule's countdown again from that day and reading. A reading lower than the last one asks first: "Save it anyway? Only if the meter was replaced or the last reading was wrong."

Everything shows under **History**, newest first, with who logged it, and what it cost for people who see costs. To take one back, choose **⋯ → Delete entry** on it. Deleting a maintenance entry puts its schedule back to when it was last done before.

## For the crew: Your equipment on My day

Equipment given to a crew shows on **My day** for the people on that crew, under **Your equipment**: each machine's reading and what's due next, with **Due soon** or **Overdue** when it's close.

- Tap **Hours** (or **Miles**), type the reading and choose **Save**. A quick reading at the end of the day keeps the hours-based schedules right.
- Tap **Done** when you've done the maintenance that's due, then **Mark done**.
- **All equipment** opens the full list.

Crews can also open any machine from **Equipment** to log a repair or add a note. See [Your day in the field](https://crewtavo.com/docs/field/your-day-in-the-field/).

## In the shop, back in service, retired

From the machine's **⋯** menu:

- **Mark in the shop** while it's being fixed. Its page says "In the shop. Crews know not to count on it.", and it can't be put on new visits.
- **Back in service** when it's ready again.
- **Retire** when it's sold or scrapped: "Its history stays and its maintenance stops coming due." It moves to the **Retired** tab, and **Back in service** brings it back.
- **Delete** removes it with its history: "To keep the history, retire it instead."

## Put equipment on a visit

People who schedule can tick **Equipment** in a visit's form, so the crew sees it under **Bring** on the visit. If a machine is already booked on another visit at the same time, the form says so. See [Run the schedule day to day](https://crewtavo.com/docs/jobs/run-the-schedule/).

## Find what needs maintenance

- **Equipment** lists everything with its crew (or **Shared**), its reading and its next maintenance. The tabs are **In use**, **Needs maintenance**, **In the shop** and **Retired**, and you can search by name, make, serial or crew. When something's overdue it says "2 machines are overdue for maintenance." with **Show them**.
- **Home** lists overdue and coming-due maintenance under **Needs attention**, for the people who manage equipment.
- **Cost to own**, on a machine's page, adds the price paid and the upkeep logged, for those who see equipment costs.

## Maintenance notifications

When a schedule comes due, Crewtavo sends a notification once, like "Oil change is coming due on Truck 2", with when it's due ("Due Nov 4 or at 5,000 miles"). It sends another if it goes overdue. It checks every hour.

They go to owners, and admins, office staff and estimators whose role has **Manage equipment and maintenance**, and to crew leads with it who are on the crew that has the machine. Logging the maintenance starts it over.

They're in the bell, and pushed to your phone unless you turn it off. To get them by email or text too, or to stop them, choose **Equipment maintenance** under **Notifications** in **Settings → Profile**. See [Your profile, notifications and Crewtavo on your phone](https://crewtavo.com/docs/team/your-profile-and-phone/).

Source: https://crewtavo.com/docs/jobs/equipment/ (last updated 2026-10-28)