Digital equipment tracking forms

Track equipment usage and maintenance from the field

Skipped equipment inspections and unreported issues lead to breakdowns and delays. With Smart Forms, crews log usage, complete inspections, and report equipment problems from the field. You stay ahead of maintenance and keep everything running smoothly

Eliminate paperwork

Crews complete usage logs, inspection checklists, and check-in/out forms right from the field

Automate compliance

Smart Forms schedules the right forms by asset or job, time-stamps each submission, and tracks maintenance automatically.

Streamline administration

Keep every tool and machine organized by crew, project, and location. Your office always knows what’s in use, what needs attention, and where it should be.

Save money

Reduce loss, prevent breakdowns, and extend asset lifespan — all while cutting back on wasted rental costs and admin hours.

Stop losing track of tools and machines

Missing equipment leads to project delays and extra costs. Smart Forms helps you:

Log equipment usage by worker, job, or time
Track check-in/check-out of tools and machinery
Store all safety forms automatically in one place for easy access

Stay ahead of repairs and maintenance

Breakdowns and missed service cost time and money. Smart Forms allows you to:

Schedule daily equipment inspections and operator pre-use checklists
Capture repair requests and service logs in the field
Maintain a complete digital history for every asset

Cut back on manual tracking

Paper forms and spreadsheets are hard to manage and easy to lose. With Smart Forms, you can:

Replace paper logs with mobile forms crews complete on-site
Automatically organize forms by project, asset, or crew
Give your office team instant access to equipment records

Lower equipment costs across the board

Poor tracking leads to lost tools, unnecessary rentals, and extra repairs. Smart Forms helps you:

Prevent loss with accountability built into every workflow
Reduce downtime by addressing issues early
Extend equipment life and cut avoidable expenses

FAQS

What kind of equipment forms can be filled out with Smart Forms?

Smart Forms includes ready-to-use templates for equipment inspection forms, equipment checkout forms, equipment return forms, and maintenance logs. You can also customize templates for material order forms, production reports, and equipment sign out sheets to fit your tracking and reporting needs.

I already use paper equipment logs and checklists. How do I get those into Workyard?

It’s easy to bring your existing equipment forms into Smart Forms. Use our drag-and-drop builder to recreate documents like equipment checklists, equipment request forms, or material request logs. You can also upload paper forms and use our AI-powered converter to turn them into digital versions your crew can complete from the field.

Can my team fill out equipment forms outside of clock-in or clock-out?

Yes. Equipment-related forms, including inspection checklists, maintenance logs, and equipment sign out forms, can be accessed from the form library at any time. Crews can submit forms as needed throughout the day, not just during clock-in or clock-out.

Can equipment forms be completed when offline?

Yes. Forms that are set to appear at clock-in or clock-out will still be available offline. While the full form library requires an internet connection, field teams can continue submitting key forms like equipment inspection logs and return forms when working without service.

Is Smart Forms included with Workyard’s time tracking subscription?

No. Smart Forms is a separate add-on to your Workyard account. However, all users start with 50 free equipment form submissions per month, so you can try it out before upgrading.

Can I use Smart Forms without a Workyard subscription?

No. Smart Forms is available only to Workyard Workforce Management subscribers. It is built to integrate with your time tracking, job tracking, and crew management tools for a complete equipment and operations workflow.