Machinery Management

Track your fleet, maintenance schedules, faults, and service history

5 min read·Updated February 2026·👥 Management

Machinery Management gives you a complete view of every machine in your fleet. You can see what's operational, what's overdue for service, what faults have been reported, and what the maintenance schedule looks like. If a machine breaks down and you need to know its history, this is where you look.

Fleet overview showing machine list with status, condition, and maintenance indicators

This article refers to a live TurfWise screen. Media is omitted here so the written steps stay current across releases.

Fleet overview with status filters, condition ratings, and maintenance due dates

What this page does

The Fleet Overview shows all your machines in a table with status, type, condition, and maintenance indicators. You can filter by status (active, in maintenance, in repair, retired, sold), type (mower, tractor, utility vehicle, aerator, sprayer, and more), condition (excellent, good, fair, poor), and maintenance status (up to date, due soon, overdue).

At the top, you'll see summary cards showing fleet value, active count, and maintenance status. There's also a maintenance schedule section that gives you a timeline view of upcoming service work.

When would you use this?

Start of the day, to confirm machines planned for today's work are operational
A machine has developed a fault and you need to log it
Service is due and you need to check what work is required
You're planning next week's work and need to know which machines will be available
You need to add a new machine or import multiple machines
You're preparing a repair-vs-replace decision and need the service history

How to use the Fleet Overview

Open the Fleet Overview

Go to Machinery > Fleet Overview or open /machinery directly.

Check for overdue maintenance first

Use the maintenance status filter and select Overdue. These are the machines that should have been serviced already. Deal with these before anything else.

Review today's planned machines

Check that machines assigned to today's work are showing as Active with good or excellent condition. If one is flagged, you may need to swap it out.

Log faults immediately

If a fault is found during the day, log it straight away. Don't wait until Friday. The quicker a fault is logged, the quicker it can be addressed.

How to add machines

Click the Add Machine button on the Fleet Overview page to add a single machine. Fill in the make, model, type, purchase date, and any identification details.

If you have multiple machines to add, use the Import button to upload them in bulk.

What sub-pages are available?

The machinery navigation bar gives you access to:

Fleet Overview (/machinery) -- the main machine list and summary
Predictive (/machinery/predictive) -- predictive maintenance alerts based on service patterns
Barcode Tokens (/machinery/tags) -- barcode and QR codes for quick machine identification
Pre-Use Checks (/machinery/checks) -- pre-use inspection records
Checklists (/machinery/checklists) -- checklist templates for inspections
Faults (/machinery/faults) -- open fault reports and repair tracking
Maintenance (/machinery/maintenance) -- maintenance schedule planning
Service Records (/machinery/service-records) -- complete service history for each machine
Finance (/machinery/finance) -- cost tracking and depreciation
Fuel Settings (/settings/machinery) -- fuel and usage configuration

What happens when you log a fault?

When you report a fault on a machine:

The machine's status can be updated to reflect it's in repair
The fault appears in the Faults / Issues list with the details you provided
Anyone planning work that day can see the machine is unavailable
Once the fault is fixed and verified, you mark it as resolved

Don't close faults until the fix is verified

Marking a fault as resolved before checking the repair is a common mistake. If the machine goes back out and fails again, you've lost time and created confusion.

Common problems and fixes

Machine shows as active but it's in the workshop -- the status hasn't been updated. Edit the machine and change its status to "In maintenance" or "In repair".
Service records don't show recent work -- service records need to be logged manually after the work is completed. If the mechanic didn't log it, it won't appear.
Can't find a machine -- check your filters. If you have a type or status filter active, the machine may be hidden. Clear all filters and search by name.
Maintenance shows as overdue but the service was done -- the service record hasn't been added. Log the service with the correct date and the overdue flag will clear.
Usage hours don't look right -- usage hours need to be recorded at the same time as service records. If one is updated without the other, the data drifts.

Good habits that prevent issues later

Log faults on the spot, not at the end of the day
Update machine status immediately when it goes in for repair
Record service dates and usage hours at the same time
Keep machine names and asset IDs consistent across all records
Before issuing a machine for the day, check for open faults and overdue service
Use service history and fault patterns when making repair-vs-replace decisions

Predictive maintenance gets better with data

The more complete your service and usage records are, the better the predictive maintenance alerts become. Inconsistent logging means the system can't spot patterns for you.

Where does this data go?

Machine status affects daily work planning. Service records feed into the machinery finance page for cost tracking. Operator training records link to staff profiles and the Skills Matrix. Maintenance data can appear in committee reports. If your fleet data is incomplete, those reports will understate your costs and risks.