Short answer: one row per asset per obligation: registration, insurance, inspection and service. The operator's ticket lives in the people group, and the board shows both when a job is rostered.
What carries a date
Vehicle registration and CTP (in NSW these are linked, and a lapsed rego means a lapsed CTP). Plant registered with SafeWork NSW: design registration (boom EWPs, some scaffolds; it doesn't renew) and item registration (tower cranes, larger mobile cranes, lifts; renewed every year). Periodic inspections: annual EWP inspections, ten-year major inspections on some plant, lifting gear and scaffold handover certificates. Test and tag on portable electrical tools, three-monthly on construction sites under AS/NZS 3012. Calibration on measuring and testing instruments.
What to record
Asset, identifier (rego, serial, plant number), obligation type, issuing body or inspector, date done, date due, document copy, and the site or job it is currently on.
The workflow
Warnings at 90, 60 and 30 days to the fleet or workshop owner. Test-and-tag cycles are short, so those run as a monthly list rather than individual warnings. The morning check flags a vehicle whose rego lapses this week if it is booked on a job.
Do it once, properly
Stewart Systems builds this as part of the Register, in your own Google Drive or OneDrive, with the phone form and the warnings, usually live within one to two weeks. Free template · Full industry guide · Get a price for your business
Written by Christian Stewart, Stewart Systems, Wollongong. Published 2026-09-29. Records and flags, not legal, WHS or insurance advice; rules change, check the regulator for the current one.