Use case
Keep equipment and vehicle records, with their service history, in one place
With CloudotNet Records & Forms you set up a record type for your equipment and vehicles with your own fields, and link every maintenance record to the right item. When you open a record you see the maintenance linked to it. Records & Forms is part of a higher plan.
How it's done today, and what's hard
Equipment and vehicle information is usually spread across several places: serial numbers in a spreadsheet, registration and insurance papers in a folder, service notes in someone's notebook.
When a vehicle or device breaks down, someone has to find out when it was last serviced and by whom. When the person keeping the information changes, it's no longer clear which file is current.
Step by step with CloudotNet
- Set up the record typeCreate a record type called “Equipment” or “Vehicle”. Add its fields, such as plate or serial number, brand, model, purchase date and document file.
- Set the rulesMake the plate or serial number required and unique, and enter your own options in choice lists.
- Define the statusesSet statuses such as “In service”, “Faulty” and “Under maintenance”, and which moves between them are allowed. Invalid moves are blocked.
- Link maintenance recordsCreate a “Maintenance Record” record type and add a relation field that links it to the equipment. When you open the equipment, you see its maintenance together.
- Enter your recordsThe entry form and list screen are prepared for you. The team can update records from their phones too.
- Add a notification ruleIf you want, set up a rule that notifies the maintenance lead when the status is set to “Faulty”.
- Set permissionsChoose who can view and who can edit. Field staff see only the records they're allowed to.
Frequently asked questions
What information can an equipment record hold?
You can use text, long text, number, decimal, date, date-time, yes / no, email, phone, link, single and multiple choice, file and currency fields. A field can also point to another record.
Can I see the service history for each piece of equipment?
Yes. You add a field that links maintenance records to the equipment. When you open the equipment, you see its maintenance together.
Can scheduled maintenance open by itself?
Yes. You define scheduled maintenance as a recurring job; when it's due, the job opens by itself and goes to the team.
Can I keep documents such as registration and insurance?
Yes. You add a file field to the record and upload the document. You can keep expiry dates in date fields too.
Which plan includes equipment records?
Equipment and vehicle records are set up with Records & Forms, which is part of a higher plan. With your free account you can track scheduled maintenance as recurring tasks right away; when you need your own record types, we'll work out the right plan with you.
Other use cases: Assign jobs to field staff, Job tracking instead of WhatsApp, Scheduled maintenance without spreadsheets, Fault reports and work orders, Multi-level approval, Mobile checklists · All use cases →
Got a question? Let's talk directly.
Tell us about your work and we'll walk you through the right setup on screen. Or just give us a call.
Prefer to try it yourself? Create a free account →
