Register, monitor, and maintain your equipment and machinery
Add equipment with all details
Each asset gets a unique reference (ASS-1, ASS-2, etc.) and stores specs, financial data, and maintenance history.
The asset list filters on status, criticality, category, location and area — and the search box matches the name, model, serial number, manufacturer, QR code and area at once. The five counters above the list follow whatever you filter on, so they always describe the list you are looking at. The one exception is the status filter itself: clicking a counter is how you apply it, so the counters keep showing every status.
You can also register equipment where it stands, without going back to a desk. In the app, open More > Assets and tap the "+" at the top right: the "New asset" sheet asks only for a Name, with Location optional. Everything else is added afterwards, from the phone too: the pencil at the top right of the asset's screen edits the name, description, manufacturer, model and serial number, and sets the main photo — taken with the camera or picked from the gallery. Category, criticality and costs are set on the website, and the pencil only appears for accounts allowed to update assets. If the "+" is not there, the account is missing the "Create assets" permission (an admin grants it at People > Roles), or the phone has not yet taken the app update that added it.
If your assets already carry a code (an engraved tag, a label, a number used in your documents), enter it in Barcode. It appears under the asset name in the list and on the asset page, it is found by the search and by a scan, and an import can use it to update the right asset. When the code is already on another asset, the form warns you. To make a duplicate impossible, turn on “Unique asset barcodes” in Company settings > System: a code another asset already carries is then refused at creation, at edit and in an import. Codes already shared are left as they are.
Complete records make maintenance planning significantly more effective.
When to register something as an asset and when to track it as an inventory part
An asset and an inventory part are two different things in a CMMS. An asset is one physical unit you maintain over time — it has its own work orders, preventive maintenance, meter readings and certificates. A part is stock you count and consume. Choosing the right one keeps your maintenance history accurate.
10 Philips 18W downlight lamps in Room ABC are not 10 assets. Create one part in Inventory > Parts with quantity 10 and location Room ABC. You then get stock tracking, low-stock alerts and automatic deduction when lamps are used on a work order.
There is intentionally no quantity field on the asset form — one asset means one maintainable unit with its own history. If you really want a count on a group you maintain together (for example a lighting circuit you relamp on a schedule), an admin can add a custom Quantity number field to assets in Company Settings > Custom Fields. For consumables, always use Inventory > Parts.
Understanding the asset detail page
The asset detail page is your central hub for everything related to equipment.
Spellings that differ only by capitals, accents or spaces count as one area: "Planta 1" and "planta 1" are a single entry in the filter, and extra spaces are removed when you save. An administrator can rename an area for every asset at once: pick it in the asset list's Area filter, click "Rename zone" (the pencil next to it) and type the new name. Typing the name of another area merges the two.
Area / Zone is a free-text field that groups assets inside a location — useful when many assets share one location and you still need a second axis to filter on. As you type, the areas already used in your company are suggested, so the same area does not end up spelled three different ways. To change it for many assets at once, select them in the asset list and use Bulk edit. Leaving the field empty there means "no change": bulk edit can set an area, but never clear one.
If you maintain equipment that belongs to external clients (a service shop), you can link an asset to a Customer. Open the asset, pick the customer in the form, and save. Assets then show their customer, you can filter the asset list by customer, and each customer page lists the assets you maintain for them. This requires the Customers feature (Starter plan and above).
Two exports sit at the top of the asset page. Export Excel gives you a working spreadsheet of the asset's identity, specifications, location, purchase details, components, maintenance history, preventive schedules and meter readings. Export PDF gives you the same as a printable record, plus the inspection runs, the defect findings with their current state (open or corrected) and the asset photos — the version to attach to a handover, an audit file or an equipment log book.
An asset's location (site, building, area) stays its reference: it drives the hierarchy, data visibility, reports and QR labels. On a large site, or for equipment spread along a road, you can also record the asset's own GPS position — a pin inside that location. It is shown on the asset page under Location and hierarchy, with a small map and a link to open it in Google Maps, and every change is kept in the asset's history. The position is not shown on the public QR page and is not copied when you duplicate an asset.
An admin can hide asset page tabs the company does not use — Meters, Calibration, Bill of Materials and others — under Company Settings → Asset form. Hidden tabs keep their data; they are only removed from the page. This applies to everyone in the company, admins included, and the Overview tab can never be hidden. Editing this list requires the Business plan; the hiding itself keeps working on any plan.
Manuals, certificates and warranties attached to an asset are readable from the phone: open the asset in the FreeMaint mobile app and scroll to Documents. Tap a file and it opens in whatever your phone uses for it — a PDF reader, the browser, a document app. The section appears only when the asset actually has documents, and reading them needs nothing more than permission to view the asset.
Use the reference number (ASS-1) to quickly find any asset.
Parent-child relationships
Model real-world equipment structure — a production line contains machines, each with sub-components.
For equipment shared across several machines — like a removable test fixture used on more than one tester — link them as associated equipment instead of forcing a single parent. It is a lateral link that keeps each machine's hierarchy and cost roll-ups intact.
Keep hierarchies 2-3 levels deep for practicality.
Group by location is on by default. Turn it off to see the flat asset tree without the location layer.
The six operational states
Asset status reflects current operational condition.
Give an operator or a requester "Report downtime" so they can flag a breakdown themselves, without being able to touch the asset registry.
Keep statuses current for accurate reporting and resource decisions.
Track equipment measurements
Meters measure operational parameters for condition-based maintenance.
A mistyped reading (e.g. 4999 instead of 499) can throw meter-based preventive maintenance off schedule. You can fix it from the meter detail page: open Meters, select the meter, then use the (…) menu next to the reading in the readings history.
Administrators can add their own fields to meters — a sensor ID or a calibration reference, for example — in Company Settings → Custom Fields, entity "Meter". Values are entered on the meter's edit page and shown on the meter page; nothing appears while no field is defined. Defining fields requires the Business plan; values stay readable on every plan. They are also available through the GraphQL API.
Important:
Generating QR codes and linking a plan step to a meter require the Starter plan or higher. Technicians need no meter permission to record the reading from their work order: permission to update the work order is enough.
When adding a reading you can enter the absolute total (the default) or, if there is already a previous reading, switch to "Daily increment" and enter only the amount run since the last reading — for example 10 hours today. The system adds it to the latest reading to compute the new total, which is what gets stored. You can set a default mode per meter when you create it; operators can still switch per entry. The stored value is always the absolute total, so triggers and statistics are unaffected.
Attach a photo of the meter display to a reading as proof. In the reading form, click "Add a photo of the dial": on a computer choose an image file, on a phone take the picture. In the mobile app this works offline too — the photo is sent with the reading as soon as the connection is back. A thumbnail then appears next to the reading in the history; click it to see the full photo. To replace or remove a photo later, edit the reading from the meter page (your own readings within the company edit window; admins can edit any reading).
Stick a QR code on each meter so that recording a reading takes a single scan. On the meter page, click "Generate QR Code" in the QR code card, then use "Download" (image) or "Print Label" (PDF label). To print the labels of several meters at once, click "Print QR labels" on the meters list: you get an A4 sheet with one label for each meter shown in the list — filter the list first to print only some of them. Missing codes are generated along the way.
Most meters record a plain decimal value. For running-hour meters — common on engines and generators — you can set the meter's reading format to Hours:Minutes when you create it. Operators then enter and read values as HH:MM (for example, 1130:30 means 1130 hours and 30 minutes) instead of converting to a decimal. The stored value is identical either way, so preventive maintenance triggers and statistics are unaffected. Leave the format on Decimal for gauges, odometers and counters.
When a meter has to be read at a fixed interval — once a year for a building's gas meter, every week for a pump — let a preventive maintenance plan create the work orders: add a "Meter reading" step to the plan and choose the meter. The technician then records the value directly on that step of the work order, with a photo of the dial if needed, on the web or in the mobile app (offline too). The reading is saved on the meter exactly as if it had been entered on the meter page: the same checks against the previous reading, the same meter triggers and the same meter-based maintenance.
Use the mobile app for field readings — scan QR, record value with photo.
A work order cannot be completed until its reading step is recorded. If that reading is later voided on the meter, the step must be recorded again. A step whose meter was deleted or deactivated no longer blocks completion.
If you delete a work order that recorded a wrong meter reading, keep the "also void the meter reading(s)" checkbox ticked — the reading is voided and your meter-based preventive maintenance is recalculated in one step.
Filing an asset under the Vehicles category gives it an Odometer and an Engine hours meter straight away, so fleet work has somewhere to record readings without any setup. If you later move that asset to another category, those two meters are removed again — but only while they hold no readings. A meter someone has already read is real history: it stays, whatever the category. This also decides whether the asset can be deleted: meters that carry readings block deletion until you remove them from the asset's Meters tab, while empty ones simply go with the asset.
Automate actions on readings
Triggers automate responses when readings reach defined thresholds.
Use DELTA for runtime meters — trigger maintenance every 500-hour increment.
Complete maintenance record
Every asset shows all work orders, PM executions, downtime events, and costs.
Logging past work requires the 'work_orders.backdate' permission (default: Admin and Manager).
Use 'Log past work' from the asset's Preventive Maintenance tab to record an intervention that has already happened — including before you started using FreeMaint. The work order is created directly in Closed state with the date you provide. When you link it to a PM plan and tick 'Update this PM plan', the next due date is recalculated from your historical date. A monotonic guard prevents older entries from rewinding a more recent completion.
Not every expense on an asset is a work order. From the asset's Analytics tab, use Add cost under Other costs to record an accessory, a one-off purchase or a contractor invoice directly on the asset: date, amount, description and an optional cost category. These costs are added to the asset's total cost (shown as their own line in the breakdown) but they do not appear in work-order cost reports. Viewing them requires the work_orders:view_costs permission, and adding, editing or deleting them requires work_orders:edit_costs.
On every asset, the Preventive Maintenance tab shows three sections: the active PM plans linked to that asset, the history of preventive interventions (terminal status — completed, validated, or closed), and the history of corrective interventions. A date range filter at the top scopes both history sections. Entries stay visible after the work order has been validated or closed.
If maintenance cost exceeds 50% of replacement cost, plan for replacement.
Track financial value over time
FreeMaint calculates depreciation from acquisition cost and age using straight-line method.
Enter acquisition cost and purchase date when registering. FreeMaint calculates current value automatically.
Important:
Financial data requires ASSETS_VIEW_VALUE and ASSETS_VIEW_DEPRECIATION permissions.
Generate, print, and scan QR labels for fast asset identification on the shop floor
Every asset in FreeMaint carries a unique QR code. Scanning the code from the mobile app or a public landing page jumps directly to the asset record — its history, open work orders, attached documents, and the option to file a new intervention request.
Bulk generation respects your asset scope (data scope filters apply). If you have ASSIGNED scope, only your assets are eligible — no cross-tenant leaks, even via QR slug enumeration.
Besides per-asset and per-location QR codes, you can create one general QR code for your whole site — not tied to any asset or location. Post it at entrances or common areas; anyone can scan it to submit a maintenance request and pick the location afterward. No login is needed.
Beside the QR image, a printed label carries the record's name, its reference (for example ASS-12 or LOC-655), and where it sits in your location hierarchy — the full path, not just the immediate parent, such as Plant A / Building 2 / Production Center / Floor 2. The full path matters on large sites, where the same floor or room name exists under several buildings. Location labels print the path down to the parent; asset and part labels print the path down to the location they sit in. The CSV export carries the same path in its own Location Path column, next to the existing Parent column.
The FreeMaint mobile app has a built-in QR scanner accessible from the bottom navigation bar. It uses the camera natively (no third-party app needed), works in low light, and decodes through gloves and behind protective laminate.
Anyone holding a printed label can open the public page, and the code is matched against the asset's QR code, its barcode and its serial number — a number often stamped on the nameplate. If your equipment data should not be readable by visitors, contractors or passers-by, change the level at Company Settings → Intervention Request form → Public QR landing page → “Asset details on a public scan”. It applies only to people with no account: your own team, once signed in, always sees everything, including in the mobile app, so a stricter level never blinds your technicians. “Report a problem” keeps working at every level.
Unauthenticated scans land on /qr/{slug}. By default the page renders a read-only summary — name, status, description, photo, model, serial number, manufacturer, category and site — plus the option to file a new request. It never exposes assignee names, costs or labour data, and it respects your tenant's branding (Enterprise white-label). How much of that summary a visitor sees is a setting: see “Hiding asset details from the public” below.
For machines in harsh environments (washdown, abrasive, outdoor), use a polyester thermal label and laminate it; standard paper stickers fade within months.
The public landing page and the request form follow the visitor’s own device language automatically. A language selector in the page header also lets anyone switch to any of the 18 supported languages before filling out the form.
Always print the asset's human-readable reference (e.g. PUMP-12) alongside the QR. If the label gets damaged, technicians can still find the asset in the search bar.
Bulk QR generation works the same way for inventory parts (Inventory → Parts) and locations (Locations list): select the items with the checkboxes, then choose Generate QR codes in the bulk actions bar — same three output formats. For parts, the PDF also offers a Barcode type: QR code, Code 128 barcode or Both, for handheld laser scanners that cannot read QR.
Two toggles on the same card are often mistaken for this one, and one of them now follows it. “Show meters on asset QR” hides meter readings only. “Show assets on location QR” lists the assets at a site — and because that list IS asset information, setting the level to Hidden also withholds it (the switch is disabled to say so), while Name only drops the photos and categories from it.
After sending, the reporter sees the request reference and a “Track my request” link — and receives the same link by email if they left an address. It opens a page showing where the request stands (submitted, approved, scheduled, in progress or done), with no account needed and no names shown.
From the public landing page, technicians without an account can submit a maintenance request and attach a photo of the issue. The request lands in the standard intake queue.
Record and analyze outages
Track when assets go down, for how long, and why.
Six causes are built in: Breakdown, Preventive maintenance, Waiting for parts, Accident or damage, Inspection or overhaul, Administrative delay. Add your own, or hide the ones you do not use, in Company Settings → Categories → Downtime reasons.
Fleet: the Off the road bar on the planning and the dashboard tile show the cause of each stopped vehicle.
On the mobile app, tapping Down lists the causes: one more tap records the stop with its cause.
MTTR is measured on corrective and emergency work orders: click Start work when the repair begins, or log labor, so the repair time counts.
How FreeMaint organises asset data to industry standards (ISO 14224 / ISO 55000), and how to track statutory test certificates with automatic expiry alerts.
FreeMaint structures every asset around the data maintenance and reliability teams actually need — built to align with ISO 14224 (equipment taxonomy) and ISO 55000 (asset lifecycle). This article maps that structure and shows how to track compliance certificates and statutory tests with automatic expiry alerts.
Track statutory and compliance tests on your equipment: load tests on lifting gear (LOLER), pressure tests on vessels (PED), periodic electrical testing, lifting examinations, calibration, thermography, and more. Each certificate records its number, issuing authority, issue and expiry dates, and pass / fail result.
Need a field we don't ship by default (e.g. capacity, replacement value)? Add it yourself with Custom Fields — no developer required.
Viewing certifications is available on every plan. Adding and editing them is included from the Starter plan upward.
List how an asset can fail, rate each failure mode, and see which risks have no prevention, no detection or no action.
An FMEA (Failure Mode and Effects Analysis) lists every way an asset can fail, what the failure does and why it happens. FreeMaint rates each failure mode, ranks them by risk and shows you the ones your maintenance plan does not cover yet.
An archived FMEA is read-only: its failure modes and actions can no longer be added, changed or deleted, so it keeps its value as a record. Click "Restore" to edit it again.
Start with your most critical asset and its five most frequent failures. Linking the preventive plans you already run is often enough to close half of the gaps.
Vehicles, forklifts, construction equipment — registration, mileage-based PM, drivers, fuel
Fleet Management is a Business-tier module that extends Assets with a dedicated layer for rolling equipment: cars, vans, light & heavy trucks, forklifts, construction equipment, trailers, buses and motorcycles. Each vehicle is still an Asset under the hood — but with a richer profile (VIN, license plate, fuel type, capacities) and automatic odometer + engine-hour meters wired in for mileage-based PM.
Submit readings from the vehicle detail page (Open in Assets → Meters tab) or via QR code scan in the field. Mileage-based PM trigger every 10 000 km or 250 engine hours, whichever comes first — define it in Preventive.
Every vehicle you create gets two ready-to-use meters attached to it:
Booking for yourself needs the 'Book vehicles' permission, given by default to every role that sees Fleet; booking for someone else and declaring an unavailability need the Fleet 'update' permission. The person is notified when a vehicle is booked in their name or that booking is cancelled. On the mobile app, a vehicle's asset page has the same Availability section and a Book button, and your bookings appear in your Calendar. A cancelled booking stays in the history.
Each vehicle page has an Availability section: whether the vehicle is free right now, and its next 30 days — bookings, declared unavailability, and planned maintenance, which is read automatically from the vehicle's scheduled work orders and preventive plans, so nobody types a garage slot twice. The Fleet list shows it too: a vehicle in use carries a badge saying who has it and until when, and on the vehicle page each booking shows its remarks.
If the vehicle has a pre-use check (an inspection template set to 'Each time the equipment is used'), the check completed by the person holding the booking is attached to it automatically: the first one is the departure check, the next one the return check. The booking then shows both reports, their failed items and the kilometres driven between them, taken from the odometer reading items. When you scan the vehicle, the app tells you whether you are doing the departure or the return check.
The Sections menu is per person, not per company: hiding the fuel cards changes nothing for your colleagues, and nothing is hidden by default. 'Off the road' counts only vehicles whose status is In maintenance or Out of service — a vehicle marked Degraded is still on the road and is deliberately not counted. Fleet-wide average consumption is weighted by distance (total litres ÷ total kilometres × 100), never the simple mean of per-vehicle averages. The upcoming-expiries list defaults to the next 30 days; switch it to 60 or 90 with the selector on the card, and your choice is remembered. Fuel figures always cover the last 30 days, because they are a rolling average rather than a deadline.
A single read-only page at /fleet/dashboard surfaces fleet-wide operational state in one bundled payload. Six KPI cards — vehicles, off the road, documents expiring, licences expiring, fuel spend and average consumption — sit above two lists: upcoming expiries (vehicle documents and driver licences, sorted by date) and the top 5 spenders of the last 30 days. Most cards are clickable and open the matching list already filtered.
Documents are sorted by expiry date ascending — the most urgent renewal is always on top, and permanent papers (a registration card never expires) sit at the end. A red "Expired" badge shows up automatically when the expiry passes. Editing the expiry date resets the alert state, so the daily cron will warn you again at the new 30/15/7-day windows. To find one paper among hundreds, use Fleet ▸ Documents: filter by document type, search a plate or a provider, and open the scan straight from the list. Already-expired documents stay visible in every window — they are the ones you need to act on. Invoices, reports and any other file go in the vehicle's Files section: uploaded there, they are linked to the vehicle and also appear in the asset's Files tab. The amount of an invoice is recorded on the work order, under Additional costs. The Status filter keeps only the documents that are expired or failed, or those due soon (expiry windows from 7 to 90 days); the document tiles of the Fleet dashboard open this page with the matching filter already set. A date entered by mistake can be removed: empty the field and save.
Centralize every paper a vehicle needs: insurance, registration, technical inspection (CT), tax sticker, low-emission sticker, operating permit. Each document carries an issue date, expiry date, provider, policy/serial number, free-text notes — and the scan itself: attach a PDF or a photo (25 MB) and it opens right inside FreeMaint, no download needed. You can also define your own document types (quote, invoice, condition report, repair…) in Company settings ▸ Categories ▸ Vehicle document types — the seven built-in ones stay available alongside yours.
A work order on a vehicle has a 'Driver' field: who was at the wheel, which is what damage, fines and insurance claims ask. You normally do not type it: when the work order is created it is filled with the holder of the booking in progress on the vehicle, and a corrective work order raised by a departure or return check takes the holder of that booking. You can change or clear it in the work order form, and drivers without a FreeMaint login (Fleet > Drivers > New driver) can be chosen too. The field only appears when the asset is a vehicle; a work order created for several assets at once has no driver. The driver is shown on the work order page and in the mobile app.
Changing the expiry date re-arms the alert cron (30/15/7-day warnings are sent again). Equipment authorisations that are not driving licences — forklift, CACES, ADR, electrical clearance — belong in People > Qualifications, which stores the issuing authority, a reference number, a scan of the certificate and its own reminders. On Fleet ▸ Drivers, the search box finds a driver by name, e-mail, licence number or job title — capitals and accents do not matter — and combines with the expiry filter.
Record every driver, whether or not they use FreeMaint. A driver record holds the licence number, the classes held (pick several — B, C and CE together, for example), the issue and expiry dates and the issuing authority. A driver does NOT need a login: creating one from Fleet makes a record with no email and no password, which costs nothing because every plan allows unlimited users.
Default recipients are ADMIN + MANAGER roles, plus the driver themselves on licence alerts. Configure recipients and channels per event at /settings/notifications under the "Fleet Management" category. Past-due rows are surfaced via UI badges but not re-spammed by the cron.
A daily cron at 04:00 UTC scans every driver licence and vehicle document and fires alerts 30, 15, and 7 days before the expiry date. Alerts land in the bell (in-app), mobile push, and email — admins choose which channels via /settings/notifications.
The Filters card on the Fleet list narrows the whole fleet, not just the page on screen — the count and the pagination follow the filter.
Already filed fines as a custom document type? Re-enter them in Fleet ▸ Fines, then delete the old documents and, if you no longer need it, the custom type.
Traffic and parking fines have their own register, separate from documents: Fleet ▸ Fines, and a Fines card on each vehicle page. Record when the offence happened (date and time), the driver, the amount, the notice number, who issued it and the scan of the notice. As soon as the vehicle and the time are filled in, FreeMaint proposes the driver who had booked the vehicle at that moment. A fine stays orange (“To pay”) until you tick Paid and enter the date and who paid — the company or the driver.
The l/100km consumption is recomputed on every read — never stored — so editing or deleting an entry instantly fixes the summary. If the odometer reading is regressive (lower than the latest stored), the meter sync logs a warning and skips, but the fuel log itself is still saved.
Track every pump visit and let FreeMaint compute fuel economy automatically. Each fuel entry feeds the vehicle's l/100km consumption, both over a rolling 30-day window and all-time. If you fill in the odometer, the reading is auto-pushed to the vehicle's ODOMETER meter (with the same monotone guard as standard meter readings).
Tick "This is a re-test" for a second inspection following a failed one. Passing a re-test is what clears the vehicle — the most recent inspection is the one that counts. For a failed inspection, set the expiry date to your repair deadline: the existing countdown then tracks the time you have left. You can also sort the fleet list by Status to bring the vehicles that are off the road to the top, and add the Documents column to the table view to see the same badge the grid cards show.
A technical inspection has an outcome, not just an expiry date — and a vehicle can be within its date and still have failed. When you add or edit a vehicle document, set Inspection result so the fleet screens tell the truth about that vehicle. The field appears only on a technical inspection and on document types you created yourself; papers that can neither pass nor fail, such as a registration card, do not show it.
In the app, open More → Fleet. Search by name or plate and switch between All, Available now (free for the next 30 minutes) and My bookings. Each row says whether the vehicle is available, booked, unavailable or in maintenance, and until when. Tap a vehicle to see its availability and book it; tap one of your bookings to cancel it. Scanning a vehicle's QR code offers "Book this vehicle". Booking needs a connection.
An “until return” booking blocks the vehicle for 92 days at most: past that date it ends by itself. To book the same vehicle in the meantime, end it first or give it an end date.
When a vehicle leaves without a known return date (a loan to another site, a stay at the garage), tick “End date unknown — until return” instead of choosing an end, on a booking as on an unavailability. The vehicle then reads “since … · until return” on the Planning, on the vehicle page and in the app, and stays blocked until it comes back: the return check ends the booking at that moment, and “End now” (on the booking row, or in My bookings in the app) ends it by hand when no return check is done. The same people who can cancel the booking can end it.
Whenever something is overdue, a 'Past-due documents' list appears above Upcoming expiries. It lists the vehicle documents already expired or whose inspection result is unfavourable, and the expired driving licences, most overdue first (failed inspections at the top), each with the number of days it is overdue. 'View all' opens Fleet ▸ Documents filtered on the expired or failed documents; the 'View all' of Upcoming expiries opens the documents due within the chosen horizon. Only the current version of a document counts: once a document has been renewed, it no longer appears. The 'Docs past due' tile and this list can both be hidden from the Sections menu.
Custom roles (e.g. SHIFT_LEADER, QC_INSPECTOR) start without Fleet access. An admin can grant fleet:read / fleet:create / fleet:update / fleet:delete via /people/roles.
Fleet uses the standard CMMS RBAC system. Four permissions are seeded by default on the system roles:
GPS / IoT telematics integration (Samsara, GeoTab) is intentionally not on the roadmap — we focus on the operational tracking side, not the hardware.
Vehicles follow exactly the same visibility rules as standard Assets — they respect the company's data scope (ALL, TEAM, ASSIGNED), location subtree restrictions and multi-team assignment. A technician with TEAM scope only sees vehicles assigned to their team. This applies to the Fleet list; booking follows its own, wider rule — see "Who can book which vehicle".
If staff book vehicles and do their departure and return checks on a tablet that stays signed in with one shared account, each booking and each check can still name the person who drives. Pick the driver from the drivers list (people on it do not need a login) or add them on the spot with a first and last name. The driver becomes the holder of the booking and is shown as 'Driver' on the check and its PDF; 'Inspected by' still shows the account that was used.
Managers (Fleet 'update' permission) can book a vehicle for a site — a residence, a department — before knowing who will drive it: in the booking dialog, choose the site under 'For a site' and leave 'For' empty ('To be designated at departure'). The Planning then shows '[site] · to be designated'. The first person who completes the vehicle's pre-use check (the departure check) during the booking automatically becomes its holder; the return check is then attached to that same booking as usual, so the departure and return reports and the kilometres driven work exactly as for a personal booking. Nobody is notified until a driver has been designated. People who can only book for themselves cannot book for a site.
Fleet Management is included in the Business tier ($99/mo, Founding $49). Starter and Core tenants see the upgrade card when they navigate to /fleet. Vehicle profiles you create on Business are preserved if you later downgrade — only writes are blocked, reads keep working.
A "Checks to verify" tile appears on the Fleet dashboard when completed vehicle inspections are waiting for their verifier. It opens the inspection list filtered on those awaiting verification.
When a document is renewed — a new document of the same type is added — the old one is marked Renewed, dimmed and listed under the current ones. It no longer shows as expired or raises an alert.
Adding a name that is already on the list does not create a duplicate: the existing driver is selected. The shared account sees only the names on the drivers list, never licence numbers or notes.
Use Fleet whenever the equipment moves on its own power and you need to track mileage, fuel, or driver assignments. Stationary equipment (production lines, HVAC, electrical, plumbing, buildings) stays in the standard Assets module.
Anyone whose role can book vehicles (fleet:book) or manage the fleet (fleet:update) sees and books every active vehicle on the Fleet planning and in the mobile app — even when the role only sees its assigned equipment, like an Operator. With department-based access, only the vehicles of the user's sites are offered. Retired vehicles are never bookable. A vehicle outside the user's equipment visibility shows only its name, plate, make, model, site and availability, with no link to its asset page. "My bookings" always lists the user's own bookings.
FreeMaint CMMS
© 2026 FreeMaint. All rights reserved.