Equipment
Equipment is the register of plant on the job: what it is, whose it is, whether it is allowed on site, who is allowed to operate it, and when it was last serviced. It is the register somebody asks for by name after an incident, so it is worth keeping honest while nothing is going wrong.
Two records sit behind every machine, and almost everything about this tool follows from the split. The equipment record is the machine itself and belongs to the organisation that owns or hires it: make, model, registration, serial number, photo, operator's manual, servicing. The project induction is that machine's presence on one project: its checklist, its operators, its status on that site. One excavator on three jobs is one equipment record and three inductions.
Getting a machine on site
Choose New and either pick a machine your organisation has already registered or describe a new one.
Pick the category and type (Plant, then Excavator), which decides the rest of the form: the type carries its own custom fields, so a crane can ask for boom length and a generator for capacity without either form carrying the other's questions.
Make, model, rego and hire company
The machine's own identifiers: make, model, Registration / Plant Number, which the register shows as Rego / Plant No., and serial number. Hire Company is where hired plant is named, and it is worth filling in, because the answer to who is responsible for a machine's servicing is usually on that line.
The photo and the Operators Manual
A photo is the single thing that makes an equipment register readable at a glance, and it overrides the generic photo on the type. The Operators Manual is an upload on the machine, so it travels with it from job to job rather than being emailed round each time.
The induction checklist
Complete the induction checklist. The type owns it, in sections such as General Condition and Safety Features, and each item is a pass, a fail or a not-applicable with room for a note. Attach whatever the site needs: certificates, test tags, a risk assessment, or a link to a document, photo or piece of mail already in Teralo.
Then submit it, and the review decides whether it is on site.
Status
- Draft, not yet submitted
- Pending review, submitted and waiting
- On site, accepted and in use
- Rejected, sent back with a comment saying why
- Removed, taken off site
Removed and restored is a toggle rather than a step, available on anything on site, and it notifies the organisation that submitted the induction. Use it when the machine goes off hire or moves to another job: the record and its history stay, and the machine drops off the live register, the public list and the bookable resources.
Operators
An induction carries the people authorised to operate that machine on that project, and they come from two different places, which trips people up.
Project directory people are account holders on the project. Use this for a supervisor or a plant manager who has a Teralo login.
Inducted workers come from Inductions and are the people who went through the site induction, most of whom have no login at all. On most sites this is the list that matters, and it is the one that connects the machine to a person with a ticket.
Servicing
Servicing is on the equipment record rather than on any one project, because it follows the machine.
Date-based and hours-based servicing
Date-based works from a Next Service Due date, which is right for anything on a calendar interval.
Hours-based works from a running hour meter: a Current Hours reading and a Next Service Hours figure, plus, optionally, the average hours the machine works in a day and a week. Use it for plant whose wear is measured in running time rather than in months.
Service records
Add a service record as each service happens: the date, the hours at the time, who performed it, notes, and the service certificate. Records accumulate and are never replaced, so the history is the record. The most recent one updates the machine's last and next service.
Overdue and upcoming
The register and the machine's own page colour the servicing so it can be read across a room.
Overdue is a next-service date that has passed, or an hour reading that has reached the next service figure. Upcoming is within thirty days of the date, or within ten per cent of the hours. Otherwise it reads OK, or blank where nothing has been recorded yet.
Teralo tells you rather than stopping you. An overdue service does not block a booking, an operator assignment or anything else. It shows up, and somebody has to act on it.
The next service reminder
Fourteen days before a machine's next service date, Teralo emails the administrators of the organisation that owns the machine. Not the project team, and not the operators: the people who arrange the service.
It is driven by the next service date, so a machine tracked purely on hours with no date recorded raises no reminder. If you run hours-based servicing and want the warning, put a projected date in as well.
The two registers
Project, then Equipment is the plant on this job, whoever owns it, with its induction status, its servicing dates and its identifiers. This is the day to day view.
Organisation, then Equipment rolls up across every project you have access to, showing which of your sites each machine is on and its best status across them. It is the host organisation's view of all the plant on all its jobs, which is what you want when the question is how many excavators are out this week rather than what is on one site. See Organisation level and project level.
On the public portal
If the project's public portal is switched on, it publishes the equipment register: on-site machines only. Nothing in draft, pending review, rejected or removed appears there, which is what you want from a page anybody at the gate can open.
Making a machine bookable
Any machine on site can be turned into a bookable resource, in the Bookings tool settings rather than here. That is how the crane and the hoist get a diary. See Bookings.
SettingsHost only
Tools, then Equipment holds the categories and the types, and both exist at organisation level and at project level.
Write the categories (Plant, Lifting Equipment, Electrical) and the types under them at organisation level, then activate the ones each project needs. That is the difference between a business with one Excavator type and a business with nine slightly different ones. See The tools catalogue.
Each type carries a name, a photo, required licences as a note to whoever configures it, its custom fields (text, number, date, options, dropdown or a required attachment) and its induction checklist in sections.
The workflow binding is set at organisation level with an optional per-project override, and the organisation can lock it so projects cannot change it.
PermissionsHost only
- Can view the equipment register shows the tool
- Can create and submit allows registering a machine and inducting it
- Can review, accept, and manage all equipment entries is review, rejection, removal and tool configuration
- Can permanently delete equipment is separate and is not implied by managing
There is no separate approve permission here: reviewing an equipment induction is managing equipment. See How permissions work.
WorkflowsHost only
Submitting an induction starts its workflow, and equipment cannot be inducted until one is bound.
The default graph treats the host's own plant sensibly: an induction submitted by a host manager who could approve it anyway goes straight on site. Everything else lands pending review and notifies the host team, and the first manager to respond decides it. A rejection requires a comment and sends the induction back to the submitting organisation to revise and resubmit, which returns it to pending review.
Removing a machine from site sits outside the workflow, because it is not a step in getting it approved. Build variations in the workflow builder and attach them as described in Binding a workflow to a tool.