Equipment

Keep track of all your business equipment in one place. From mowers and blowers to vehicles and trailers, YardPilot helps you manage maintenance schedules, registration renewals, and insurance.

Why Track Equipment?

Asset visibility - Know exactly what equipment you own and its current status.

Registration compliance - Never miss a vehicle or trailer registration renewal with automatic reminders.

Maintenance planning - Track warranty dates and schedule preventative maintenance.

Insurance management - Keep insurance details organised and accessible.

Assignment tracking - See which team member has which equipment.

Equipment Types

YardPilot supports various equipment categories:

Type	Description	Registration Required
Vehicle	Work utes, vans, trucks	Yes
Trailer	Equipment trailers, box trailers	Yes
Mower	Push mowers, ride-on mowers, zero-turns	No
Trimmer	Line trimmers, brush cutters	No
Blower	Backpack blowers, handheld blowers	No
Chainsaw	Chainsaws	No
Pressure Washer	Pressure washers, surface cleaners	No
Other	Any other equipment	No

Adding Equipment

1. Go to Equipment in the sidebar
2. Click Add Equipment
3. Fill in the details:
   • Name - A descriptive name (e.g., "Main Work Ute", "Trailer #2")
   • Type - Select from the equipment types above
   • Make/Model - Manufacturer and model
   • Serial Number - For warranty and identification
   • Status - Active, In Repair, Retired, or Sold
4. Add optional details:
   • Purchase date and price
   • Warranty expiration
   • Storage location
   • Assigned team member
5. Click Save

Vehicle & Trailer Registration

For vehicles and trailers, YardPilot tracks registration details to help you stay compliant.

Registration Fields

When adding or editing a vehicle or trailer, you'll see additional fields:

Field	Description
Registration Number	The number plate (e.g., ABC123)
Registration State	Which state the vehicle is registered in (QLD, NSW, VIC, etc.)
Registration Expiry	When the registration expires

Registration Expiry Reminders

YardPilot automatically notifies you when registrations are about to expire. You'll receive in-app notifications at configurable intervals before the expiry date.

Default reminder schedule:

• 90 days before expiry
• 30 days before expiry
• 14 days before expiry
• 7 days before expiry

To customise the reminder schedule, see Equipment Settings below.

Who Receives Reminders?

Registration expiry notifications are sent to:

• Company Owner
• Admin users

This ensures the right people know when action is needed.

Equipment Settings

Configure how equipment reminders work for your business.

Accessing Settings

1. Go to Settings in the sidebar
2. Click Equipment in the settings menu

Registration Expiry Reminders

Choose when to receive notifications about expiring registrations:

Option	Use Case
90 days	Early planning for budget and scheduling
60 days	Advance notice
30 days	Standard reminder
14 days	Two weeks warning
7 days	One week urgent reminder
3 days	Final warning
1 day	Last-minute alert

Select multiple options to create a reminder schedule that works for your business. For example, selecting 30 days, 14 days, and 7 days will send three reminders as the expiry approaches.

Recommended Setup

We recommend enabling at least 30 days and 7 days reminders. This gives you time to plan renewals while ensuring nothing slips through.

Insurance Tracking

For each piece of equipment, you can optionally track insurance details:

• Policy number
• Insurance provider
• Coverage type
• Annual premium
• Renewal date
• Coverage limit
• Deductible amount

This keeps all your insurance information in one place for easy reference.

Equipment Status

Track the current state of each piece of equipment:

Status	Description
Active	In regular use
In Repair	Being serviced or repaired
Retired	No longer in use, kept for records
Sold	Sold. Stays on the list for history

Assigning Equipment

Link equipment to team members:

1. Open the equipment record
2. Click Edit
3. Select a team member from the Assigned To dropdown
4. Save

This helps you track who is responsible for each piece of equipment.

Permissions

Role	View	Add/Edit	Delete	Settings
Owner	Yes	Yes	Yes	Yes
Admin	Yes	Yes	Yes	Yes
Office	Yes	Yes	Yes	No
Field	Yes	No	No	No

See Roles & Permissions for more details.

Tips for Equipment Management

Use Descriptive Names

Instead of "Mower 1", use names like "Husqvarna Z254 - Trailer A" that help your team identify equipment quickly.

Keep Records Updated

When equipment is sold, retired, or transferred, update YardPilot immediately. This keeps your asset list accurate.

Review Before Renewals

Each month, check Equipment for upcoming registration and insurance renewals. Plan ahead to avoid lapses in coverage.

Track Purchase Details

Recording purchase dates and prices helps with:

• Depreciation calculations
• Replacement planning
• Insurance claims if needed