{"id":259410,"date":"2026-10-06T18:33:42","date_gmt":"2026-10-06T18:33:42","guid":{"rendered":"https:\/\/zenithsoftware.ca\/?p=259410"},"modified":"2026-10-22T18:27:45","modified_gmt":"2026-10-22T18:27:45","slug":"how-to-track-equipment-maintenance","status":"publish","type":"post","link":"https:\/\/zenithsoftware.ca\/fr\/how-to-track-equipment-maintenance\/","title":{"rendered":"How to Track Equipment Maintenance (and When a Spreadsheet Stops Being Enough)"},"content":{"rendered":"

If you look after boilers, rooftop units, generators, vehicles or production equipment, someone will eventually ask a simple question. When did we last service that one? This guide shows how to track equipment maintenance in a way that answers that question in seconds, starting with nothing more than a spreadsheet.<\/p>\n\n\n\n

You do not need special software or vocabulary to begin. You need three lists, kept the same way every time. We include a free Excel template you can download and use today, and explain the point at which a spreadsheet stops being enough.<\/p>\n\n\n\n

What you need to track equipment maintenance<\/h2>\n\n\n\n
\"The
Three lists, joined by one short asset ID. Paper, a spreadsheet or software: the structure is the same.<\/figcaption><\/figure>\n\n\n\n

Every good maintenance record, from a clipboard in a boiler room to an enterprise system, comes down to three lists. A short asset ID joins them together.<\/p>\n\n\n\n

1. The equipment list<\/h3>\n\n\n\n

One row for each piece of equipment you maintain. Record a unique asset ID, a plain name, the category and where it is: site, building, floor or room. Then add make, model, serial number, install date and warranty expiry. Add a criticality rating, high, medium or low, so you know what to fix first when two things break at once.<\/p>\n\n\n\n

Keep asset IDs short and readable, such as AHU-01 for the first air handling unit or GEN-02 for the second generator. A technician should be able to say it over the radio and write it on a label.<\/p>\n\n\n\n

2. The maintenance schedule<\/h3>\n\n\n\n

One row for each recurring task: change the filters every 90 days, test the generator every month, inspect the fire extinguishers every year. Record how often the task runs, the last time someone did it and who is responsible. The next due date is simply the last date plus the interval, and that one calculation is what stops inspections slipping.<\/p>\n\n\n\n

Some equipment needs servicing by usage rather than the calendar: run hours on a compressor, kilometres on a truck. Note the meter reading in the history each time, and set the interval in hours or kilometres instead of days.<\/p>\n\n\n\n

3. The maintenance history<\/h3>\n\n\n\n

One row every time someone works on a piece of equipment. Note the date, the asset ID and whether it was planned or a repair. Then record the work, parts used, time spent, cost and who did it. Our guide to what to record on a work order<\/a> goes into the detail. This history is what you will show an inspector, an insurer or a new technician.<\/p>\n\n\n\n

Three ways to track equipment maintenance<\/h2>\n\n\n\n