Different operators. One equipment history.

The machine is the common thread

A loader may change hands three times while the paperwork sits in three different places. One operator texts about a low fluid level. Another writes down the hours. A repair receipt stays in the cab. None of those records helps much if the owner cannot connect them.

TinyFleet keeps operating information and maintenance connected to the equipment record. A generator can use hours, a truck can use mileage, and a trailer can need calendar-based service. You do not have to force every asset into a vehicle-only routine.

1. Identify the equipment and its current meter reading.
2. Set up its next maintenance task and any required Daily Checks.
3. Give operators the appropriate equipment access.
4. Review recorded checks, issues and completed service as the equipment is used.

An oil top-up is more useful with context

Imagine Alex's crew sharing a loader. On Monday an operator notes that the hydraulic oil was low and records what was added. On Thursday another operator records the same thing. Neither operator has seen the whole week.

In this illustrative example, Alex reviews the records together, notices the repetition and raises a maintenance issue. If the equipment should not run, a Do not operate issue can mark it unavailable while the problem is addressed.

Keep a plan separate from proof of work

A scheduled service says what should happen. A completed maintenance record says what someone recorded as done. Keep both: the interval, the completion date and reading, the parts used, and the supporting photos or receipts.

Grease is cheaper than bearings. A practical maintenance system makes the small, recurring jobs easier to remember and makes a missed or unresolved item easier to find. Use the equipment manual and your own requirements when setting the work.

Start with the next useful record

You do not need to reconstruct every year of ownership before starting. Add one machine, the next service it needs and the people who operate it. Enter a current reading, then build the history with real work.

When you need to share service history, Maintenance Passport lets you choose the information others can see through a QR label. That selected history can help explain how the equipment has been maintained throughout your ownership.

Questions before you start