Anything that needs a service, a calibration or an inspection goes on the list once, with how often it is due. After that the register does the remembering. Dates go orange as they come up and red when they are missed, and every service is logged against the item number.
Part of the alphaZ ER series of Excel registers, built for listings that grow and need to be sorted and filtered. Supplied in fully editable MS Excel format, with a Google Sheets version included, and all text in Calibri font for improved readability.
The register is set up with:
- Drop-downs for equipment type, who services it, service frequency and whether it is still in use, with the lists editable on the Instructions sheet
- Conditional formatting that turns service, calibration and other due dates orange as they approach and red once passed
- Items no longer in use set apart, and duplicate item numbers flagged
- Filters to show one type of equipment at a time, and a service record that looks up the item from its number
alphaZ documents - tried and tested registers with no junk, jargon or unnecessary columns,
developed over 25 years through practical use in the real world.
Further guidance on managing equipment and vehicles:
To get access to this file please click on Add to Cart to purchase for immediate download. If you have an alphaZ Subscription just click on Download Files to view all the files available to download. The V1 Equipment Register is also included in every alphaZ toolkit covering ISO 9001, ISO 14001, ISO 45001, ISO 27001 or ISO 22301, including the integrated toolkits, and in the BS EN 1090 Toolkit, so the toolkit route gives you this file plus everything else you need in one download.
If you'd like a hand setting service and inspection intervals, keeping the register current as equipment comes and goes, or with your wider management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.
Equipment and Vehicles Register Template
An equipment register template in Microsoft Excel for listing every item of equipment that needs maintenance, servicing, calibration or other scheduled checks, with due dates that flag themselves and a service record kept against each item. It works as an asset register too. Two versions are included, the second with a separate sheet for vehicles, and a Google Sheets version is supplied.
ISO 9001 asks you to maintain the infrastructure your processes rely on, and where measurements matter, to calibrate or verify measuring equipment at set intervals. In the UK, health and safety law also requires work equipment to be maintained in a safe condition and, where needed, inspected. The equipment register is where all of those dates are kept, and it is one of the records looked at during ISO certification audits when equipment and calibration are reviewed.
What's Included in this Equipment Register
- Equipment - one row per item, entered against a unique item or serial number, with the date purchased, type, model or description, who services it, the service frequency, the service, calibration and any other due dates, comments, and whether it is currently in use. The date purchased helps with equipment whose use is limited by age.
- Vehicles (V2) - the same layout for vehicles, entered by registration number, with the MOT due date in place of calibration.
- Service Record - a running history of servicing and repairs. Enter the item number and the description is filled in for you, then add the date, who did the work and any comments.
- Instructions - how the register works, the lists behind the drop-downs, and the days ahead setting for the warning colour.
Two Versions
- V1 - equipment register with a service record. Vehicles can be added to the same sheet as equipment if you prefer.
- V2 - the same register with a separate Vehicles sheet, so the fleet and its MOT dates are kept apart from plant and tools.
Keeping Track of What Is Due
Service, calibration and other due dates turn orange as they approach and red once they have passed, and how many days ahead the warning shows is set once on the Instructions sheet. The controlled Type field means the listing can be filtered to a single type of equipment, and items taken out of use stay on the register, set apart, rather than being deleted and losing their history.
Who Needs an Equipment Register?
Any business with plant, tools, machinery, test equipment or vehicles that need regular servicing, inspection or calibration, whether or not it is working towards ISO certification. For an ISO management system it is the obvious record for maintenance and calibration, and it answers the equipment questions that come up in customer audits and tender questionnaires.
Pairs with the Maintenance and Breakdown Records
The F-Q8 Equipment Maintenance Record can go with an individual item to record the maintenance it needs and what was done, and faults and downtime can be tracked on the ER12 Breakdown Register. If you need a fuller fleet record, the ER17 Vehicles Register is an option, and the F-IMS32 Equipment and Premises Register is an alternative that covers buildings as well as equipment.
We can help you set this up
A day of remote support can be spent setting up this register with your own information, alongside any other documents your management system needs. Tell us what you need and we will plan the day around it.
Remote Support