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What types of maintenance do you track for each piece of Equipment?

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What Types of Maintenance Are Tracked for Each Piece of Equipment

Purpose

To help you understand the full scope of maintenance data that Contractor Foreman allows you to track, record, and manage for each equipment asset logged in the system.

Overview

Proper equipment maintenance tracking is essential for extending the life of your assets, ensuring job site safety, and reducing costly breakdowns. Contractor Foreman’s Equipment Logs enable field operators and office staff to maintain a comprehensive digital history of each machine’s usage, inspections, and service needs.

Each log entry contributes to a running history of maintenance and operational activity. Below is a detailed breakdown of each maintenance-related field tracked.

Tracked Maintenance Categories

1. Beginning Hours / Ending Hours

  • These fields represent the meter readings at the start and end of the equipment usage period for the day.
  • Purpose: Captures the duration of daily use.
  • Where to enter: In the Equipment Log details view.
  • Example: Beginning = 1,250 hrs; Ending = 1,265 hrs.

2. Total Hours

  • Auto-calculated by the system as:
    Ending Hours – Beginning Hours
  • Purpose: Used to track wear and service intervals.
  • Can be referenced in:
    • Maintenance schedules
    • Cost tracking
    • Utilization reports

3. Fuel (Gallons) Added

  • Manual entry field to document the amount of fuel added during or after usage.
  • Purpose: Tracks fuel consumption rates and refueling history.
  • Also useful for reconciling project-level fuel costs.

4. Water Inspected

  • Use this to confirm that the cooling system and water levels were inspected.
  • Why it matters: Overheating can damage engines—checking coolant levels helps prevent this.

5. Lube Inspected

  • Indicates whether lubrication points or grease fittings were checked.
  • Purpose: Proper lubrication prevents mechanical wear and helps extend component life.

6. Last Oil Change

  • Field to enter or update the most recent date of the oil change for this equipment.
  • Why track this?
    • Enables automatic scheduling of the next oil change based on engine hours or time interval.
    • Prevents engine damage from delayed service.

7. Engine Hours

  • Cumulative engine run-time stored in the Cost Items Database, updated by log entries.
  • Purpose: Basis for maintenance intervals (e.g., oil every 250 hours, inspection every 1000 hours).
  • Displayed in reports to understand equipment lifespan and workload.

8. Needs Repair or Maintenance

  • Checkbox to flag any issues or malfunctions found during use.
  • When checked, a description box becomes available.
    • Use this to note unusual noises, warning lights, power issues, etc.
    • You may also upload photos or documents to support the report.
  • This becomes a maintenance request alert that can be seen in dashboards and reports.

9. Attachments

  • You can upload:
    • Photos of damage or wear
    • Service receipts
    • Inspection checklists
  • On mobile, this is done via the camera icon, making it easy for field staff to add documentation on the go.

10. Notes

  • General-purpose free-text field to document:
    • Wear and tear
    • Inspection observations
    • Unusual operating conditions
    • Temporary fixes
  • Notes are saved per log and become part of the equipment’s history.
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