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Government & councils

Government asset management software for councils

Track fleet, IT equipment, tools and plant across departments, depots and sites. Pre-starts, compliance registers and maintenance in one platform with SSO, RBAC and audit controls built for government procurement requirements.

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From $1 a tool and $12 a machine a month, AUD ex GST. Unlimited users.

G2 rating 4.9 out of 5
Capterra rating 5.0 out of 5GetApp rating 5.0 out of 5Software Advice rating 5.0 out of 5
All MapTrack reviews

600,000+ assets tracked since 2012 · Unlimited users, per-asset pricing · AU-hosted, AWS Sydney region

A street sweeper working a city kerb, with its cab ringed, its AI dashcam marked and a MapTrack fleet service schedule on the km laid beside it.
Fleet service on the km
MapTrack vehicle service schedule: every 10,000 km across 7 assets, the meter at 77,400 against 77,100, and 85.7% schedule compliance.
AI dashcam with built-in GPSExample: AI dashcam safety events
Fleet service on the km
MapTrack vehicle service schedule: every 10,000 km across 7 assets, the meter at 77,400 against 77,100, and 85.7% schedule compliance.
AI dashcam with built-in GPSExample: AI dashcam safety events
Fleet service on the km
MapTrack vehicle service schedule: every 10,000 km across 7 assets, the meter at 77,400 against 77,100, and 85.7% schedule compliance.
AI dashcam with built-in GPSExample: AI dashcam safety events

Asset tracking software for councils and government helps agencies manage plant, IT devices, evidence kits and pool vehicles across depots and departments from one register. MapTrack combines QR scanning and GPS with documented pre-starts, chain-of-custody scans, primary database and application hosting in Sydney, SAML SSO and RBAC by department. Public sector teams use it to evidence the AS ISO 55001 baseline that ANAO and state audit offices expect, close the gaps between physical stock and the register that stocktakes surface, and support data-location and IT security reviews.

Key takeaways

  • New York State Comptroller audits of school districts found 23% to 51% of sampled IT assets could not be properly accounted for, and districts could not always locate laptops, tablets and monitors.
  • AS ISO 55001 sets the asset management baseline that ANAO and state audit offices expect councils and agencies to evidence at stocktake.
  • WHS Act 2011 PCBU duties apply to every depot, field crew and registered plant item; pre-starts must be documented per asset, not signed by site.
  • Stocktakes compare physical stock against the register; a scanned audit trail per asset provides the evidence for that comparison.
  • Chain-of-custody scans for IT devices, evidence kits and pool vehicles eliminate the handover gaps that surface during staff turnover and machinery-of-government changes.
  • A primary database and application hosted in Sydney, SSO via SAML 2.0 and RBAC by department support IT security and data-location reviews.

Pricing

One price per machine, with the hardware included: software and a QR tag from $12 a machine a month, GPS tracking from $27 and AI cameras from $72. Tools and equipment start at $1/asset/month. Every plan includes unlimited users. Prices are AUD ex GST, and machine prices are for annual billing.

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Published 15 February 2026Updated 26 October 2026

Asset and equipment management software for local councils

MapTrack gives councils one register for the assets that move: depot plant, pool vehicles, mowers, tools, signs and the equipment crews inspect. Each item gets a QR label and is signed out to a person or a depot with a due-back date. Crews do vehicle and plant pre starts on their phone with a photo of any defect, and services fall due on the hours or km. Parks teams run playground and equipment checks as forms. A shared depot tablet can run on personal PINs, so nobody shares a login, and single sign-on is set up by our team (Enterprise, or a Pro add-on).

Government

MapTrack at a glance

Built for
Councils and agencies with depot plant, pool vehicles, mowers, tools and signs that move between teams.
Tracks
Council and agency fleets, lighting towers and generators, mobile signs, ride-on mowers, earthmoving plant, depot tools, training equipment and consumables, serialised equipment you must account for.
Tracked with
QR labels, battery GPS trackers, hardwired GPS trackers, AI dashcams with built-in GPS or OEM telematics feeds.
Works offline
Pre starts, inspections and other forms save with no reception and sync when the phone is back in range. A work order already loaded on the phone can be worked through with no reception too.
Phones and computers
In the browser on a computer, and Android, iPhone and iPad access through the mobile browser or the installable web app.
Connects to
Telematics and accounting integrations, a public API, and an MCP server for AI tools such as Claude. Cat, Komatsu, JCB and Volvo machines' own telematics can feed engine hours, location, fault codes and fuel used into MapTrack, set up by our team under Connections.
Sign-in
Sign in with Microsoft, or SAML 2.0 single sign-on set up by our team (Enterprise, or a Pro add-on).
Set-up and support
24/7 support. Our team sets up single sign-on and OEM telematics feeds, and helps connect trackers you already run.
Track record
600,000+ assets tracked since 2012.

How to choose asset management software for local councils

Look for:

  1. One register for the assets that move, off the spreadsheet
  2. Items signed out to a person or a depot with a due-back date
  3. Vehicle and plant pre starts on the phone, with a photo of any defect
  4. A shared depot tablet that runs on personal PINs, so nobody shares a login
  5. Park and playground checks kept with the site

Where MapTrack fits

Next to your infrastructure asset system

If roads, pipes and buildings sit in a separate asset system, MapTrack can run beside it for the depot and the field crews.

Next to telematics

A telematics platform tracks where vehicles go. MapTrack puts each vehicle and machine on the same register as the tools, with its pre starts and services. A GPS tracker or AI dashcam puts its latest position on the record, with estimated km and hours feeding its services, and MapTrack Telematics adds GPS tracking with trips, history and geofences.

See what MapTrack costs for your government assets

Per-asset pricing tailored to your government asset mix and a rollout plan, within one business day.

Get my Government pricingSee all plans

Trusted by field, depot and maintenance teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt
G2 rating 4.9 out of 5
Capterra rating 5.0 out of 5GetApp rating 5.0 out of 5Software Advice rating 5.0 out of 5
15 reviews on G2 · the same 17 reviews on Capterra, GetApp and Software AdviceCapterra Best Value 2026 badgeCapterra Best Ease of Use 2026 badgeAll MapTrack reviews

What we track

Every asset type across your organisation

MapTrack is built for the full mix of assets that move across your departments, depots and sites, from fleet vehicles and IT equipment to workshop tools and PPE.

  • Fleet vehicles & light commercial
  • Plant & heavy equipment
  • IT equipment & devices
  • Tools & workshop equipment
  • Trailers & tow equipment
  • Keys & access devices
  • PPE & safety equipment
  • Inspection & compliance gear
  • Parks & depot equipment
  • Waste & recycling assets
  • Emergency & response gear
  • Consumables & inventory
  • Playground & park equipment
  • Pool vehicles

What you run, and how MapTrack tracks it

Council and agency fleets
Hardwired GPS tracker or AI dashcam
Lighting towers and generators
QR label and battery GPS tracker
Mobile signs
QR label and battery GPS tracker
Ride-on mowers
QR label and hardwired GPS tracker
Earthmoving plant
Hardwired GPS tracker or OEM telematics integration
Depot tools
QR label
Training equipment and consumables
QR label
Serialised equipment you must account for
QR label

Running a mix like this? See how MapTrack handles it in a demo built around government teams.

Book a demo

30 minutes on Microsoft Teams

The challenge

The costs of poorly managed government assets

Government assets don't sit in one place. They move between departments, depots and field sites, require documented compliance and maintenance records, and their loss or mismanagement creates audit findings, budget blowouts and public accountability issues.

Assets spread across departments with no single register

Fleet sits with one team, IT with another, tools with a third, and nobody has a complete picture. Each department runs its own spreadsheet or system. When auditors ask for a full asset register, you spend days manually consolidating data.

Audit and procurement requirements demand clear records

Internal and external audits require accurate asset registers with assignment histories, compliance evidence and maintenance records. Paper registers and spreadsheets don't meet the standard, and producing evidence under time pressure is painful.

IT and fleet tracked in separate disconnected systems

Fleet vehicles live in one system, IT equipment in another, and tools and plant on spreadsheets or not tracked at all. There's no single view of what the organisation owns, where it is and what condition it's in. Duplication, gaps and blind spots are inevitable.

Staff turnover means handover accountability gaps

When staff leave or change roles, assets assigned to them disappear into a black hole. Laptops, phones, keys, tools and PPE go unaccounted for. Without a clear chain of custody, you write off the loss and re-purchase - repeatedly.

No enterprise controls in current tracking approach

Spreadsheets and basic tools don't support SSO, role-based access control or audit trails. IT and procurement require platforms that integrate with Active Directory (for example through Microsoft Entra ID single sign-on), enforce least-privilege access and provide clear data residency documentation.

From MapTrack's own data

What we see across MapTrack customer accounts

These figures come from MapTrack's own product data, de-identified and aggregated. Accounts aren't grouped by industry, so each figure covers every qualifying customer account, not one industry alone. Every figure counts at least 20 accounts, and each one says how it was measured.

37%

Check-outs that come back late

Across 37 MapTrack customer accounts over the 12 months to October 2026, 37% of check-outs with a due-back date came back late or were still out past it. One in five (21%) was more than a day late.

Method: MapTrack's own product data: 37 customer accounts, 6,794 check-outs with a due-back date (2,507 late), 12 months to 26 October 2026. Demo, test and trial-build accounts and anything MapTrack staff created are left out. Late means back more than an hour after the due-back time, or still out past it. Return times for a straight return are approximate. One account holds 54% of these check-outs; without it the late share is higher (45%).

73%

Gear that has been out for months

Across 63 MapTrack customer accounts, 73% of the items checked out on 26 October 2026 had been out for more than 90 days, and 16% for more than a year.

Method: MapTrack's own product data: 63 customer accounts, 19,211 items checked out, snapshot at 26 October 2026. Demo, test and trial-build accounts and anything MapTrack staff created are left out. Includes deliberate long-term allocations, such as a van given to a driver or a laptop given to a staff member, so this is time out, not proof that items are lost.

77%

Usual calendar service intervals

Across 37 MapTrack customer accounts with calendar-based service schedules, 6 months and 12 months are the usual intervals: together they cover 77% of calendar triggers.

Method: MapTrack's own product data: 37 customer accounts with calendar-based service schedules, 141 calendar triggers, schedules live on 26 October 2026. Demo, test and trial-build accounts and anything MapTrack staff created are left out. Counts: 6 months 55, 12 months 53, 3 months 18, monthly 7, other 8. This describes how customers set their own schedules, not what a regulation or standard requires.

1.5 days

How far ahead equipment is booked

Across 20 MapTrack customer accounts using equipment requests over the 12 months to October 2026, a typical request was booked 1.5 days ahead, and 45% were for gear needed within 24 hours.

Method: MapTrack's own product data: 20 customer accounts using equipment requests, 1,050 requests, 12 months to 26 October 2026. Demo, test and trial-build accounts and anything MapTrack staff created are left out. Exactly 20 accounts, and one holds 41% of requests; 404 of the 1,050 were cancelled.

Want to know what these costs look like on your own sites? Talk it through with us.

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30 minutes on Microsoft Teams

Use cases

How councils use MapTrack

Off the spreadsheet, onto one register

Bring the spreadsheet across and every vehicle, plant item and depot tool sits on one register. Each shows its status, who or which depot has it, and its QR label, so the crews can scan into it.

Asset register
MapTrack Assets table filtered to heavy plant and vehicles, showing 17 assets. Each row has a photo, the category path, a status of Available, Repair or Deployed, the person or location the asset is with, its QR tag ID and its make.

See every asset, its status and who or where it is with

The register filtered to heavy plant and vehicles. Each row shows the photo and category, whether the asset is available, deployed or in for repair, the person or site it is with, and its QR tag ID. Two utes are with named crew members; the rest are at the yard, the workshop or a project site.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured in a demonstration workspace. The All assets view is filtered to the Heavy Plant and Vehicles categories and shows the Status, Person, Location, Tag and Make columns.

Find the plant that's moved to another team

Sign lighting towers, generators and mobile signs out to the person or depot taking them, with a due-back date. Anything overdue stands out, so you know who's had it since it left the warehouse.

Asset transfers
MapTrack Assignments table listing eight tool and equipment assignments, a GNSS rover, robotic total station, two plate compactors, a lighting tower, a cordless drill, an angle grinder and a rotating laser level, each with its photo, the person it went to, a Complete or Active status and a due-back date. One plate compactor is flagged Overdue.

See who has each tool and when it is due back

Every sign-out in one list. Four assignments are back and marked Complete; four are still out as Active, each with the person and the due-back date. The plate compactor with James Ward was due back on 23 September, so it is flagged Overdue.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured in a demonstration workspace on the All assignments view with the Person, Status and Due Back Date columns. The app shortens long asset and category names.

Vehicle pre-starts with photos and a defect response

Drivers do the pre-start on their phone, with a photo of any defect. The failed check stays on the record beside the repair and the recheck, and a form rule can raise the repair job.

Pre-start inspections
Saved vehicle pre-start on a phone showing eight of eight answered, one flagged check, the red failed indicator check, two green Pass answers, a purple Replaced outcome and a green Satisfactory recheck.

See the completed pre-start on a phone

All eight answers are saved. This phone view shows the original failed check and the replacement and recheck outcomes. The desktop result also shows the action taken and recheck notes.

MapTrack app · Demonstration data · Captured

About this screenshot

Saved demonstration pre-start, reopened in an online phone browser.

MapTrack work order WO-00034 on a desktop, Pre-start fault - CAT 320 Excavator: To Do, High priority, Reactive, raised by a failed check on the excavator pre-start, triggered by nine checks with Hydraulic hoses and fittings: Fail and the other eight Pass; Ready to start, assigned to Dave Harris, High priority.

The job a failed pre-start raised, on a desktop

One failed check on the excavator pre-start, the hydraulic hoses, raised this work order through the rule set on that form: named for the machine, High priority, assigned, with the answers that triggered it.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured at a 1440 x 900 desktop viewport at 2x in a demonstration workspace, cropped right of the sidebar. The rule was set up on the pre-start form and tested that day with one submission.

Usage figures to back the budget

Asset Performance shows how many days each item was signed out and which ones sat idle, from the sign-outs your crews record. That's the usage behind the budget request, not a guess.

Reporting
Asset Performance set to Day from 25 September to 7 October 2026, with utilisation and requested-ahead summaries, a category breakdown and Small Plant and Tools asset rows.

Compare recorded equipment use over a chosen period

Set the date range before comparing the summary and category breakdown. Recorded allocations drive utilisation; future requests appear separately. The selected group contains nine assets in this example.

MapTrack app · Demonstration data · Captured

About this screenshot

Demonstration assignments and requests, viewed on 30 September. These percentages describe recorded allocations, not measured engine hours or productive work.

Not sure which of these to start with? We'll walk you through it in a demo.

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Park and playground checks kept with the site

Run the playground or park check as a form at the site, and the finding stays beside the action that fixed it, ready for the next inspection.

Forms and inspections
Completed site inspection with six of six answers: red Non-Compliant pedestrian separation, amber Improvement Required housekeeping, green Compliant emergency access, a corrective action note and two green Compliant rechecks.

Keep the site finding and corrective action together

The initial red and amber findings remain beside the recorded action: install the missing barrier panel, clear the walkway and recheck both items. In this example, only the red Non-Compliant answer appears under Needs attention.

MapTrack app · Demonstration data · Captured

About this screenshot

Saved demonstration Location form linked to a site. All six answers appear here.

The depot stocktake on a phone

For the yearly audit, set up an audit for each depot and scan what's there. You see what's been found, what turned up from elsewhere and what's still to find.

Audits
A MapTrack workshop tool stocktake on a phone: 12 assets, with 10 scanned, 1 discovered and 1 still unscanned, a CAT 140 motor grader, and audit progress at 11 of 12 assets, assigned to Mike Chen.

A stocktake on the phone

A stocktake on the phone: what has been scanned, what turned up that was not on the list, and what is still to find.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured at a 430 x 932 phone viewport in a demonstration workspace and shown in a phone frame.

Seen one that fits how your team works? We'll show it to you in a demo.

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30 minutes on Microsoft Teams

Customer proof

What customers say

We haven't published a council customer story. These are customers doing the same work in other industries, each labelled with their own industry.

“Bulk scanning makes assigning multiple assets simple ... We get alerts when staff members have expired tickets/licenses, when plant needs maintenance, we can audit all assets comprehensively giving confidence in the accuracy of all asset information/locations.”

Taylor, Contracts Administrator, Construction, 51-200 employeesVerified review on Capterra, August 2025

“The platform itself is user-friendly and easy to navigate making it a valuable tool for day to day operations.”

Amberley, Plant and logistics Administrator, Civil Engineering, 201-500 employeesVerified review on Capterra, July 2026

Rated 4.9 on G2 (15 reviews) and 5.0 on Capterra, GetApp and Software Advice (one shared pool of 17 reviews). Capterra Best Ease of Use 2026 and Best Value 2026 badges. 600,000+ assets tracked since 2012. 24/7 support.

Want to hear how other government teams set MapTrack up? Ask us in a demo.

Book a demo

30 minutes on Microsoft Teams

By the numbers

The real cost of poor asset management in government

Asset discrepancies, write-offs and compliance reporting burdens are significant and avoidable costs in public sector organisations. The numbers make a clear case for digital tracking.

23–51%

of sampled IT assets not properly accounted for in state audits of school districts, which could not always locate laptops, tablets and monitors

Office of the New York State Comptroller, school district IT asset audits (2023)

19%

of a knowledge worker’s working week goes on searching for and gathering information

McKinsey Global Institute, The Social Economy (2012)

12–18%

savings from preventive over reactive maintenance, in the facility studies the US Department of Energy summarises

US Department of Energy, O&M Best Practices Guide, Release 3.0 (2010)

One platform

Tracking, compliance and maintenance in one system

Stop juggling spreadsheets, disconnected systems and paper registers across departments. MapTrack connects asset tracking, inspections and compliance, and scheduled maintenance into a single platform with the enterprise controls government teams require.

Accountability & tracking

Assign fleet, IT, tools and equipment to people, departments (through a store or site for each department), depots or sites. Run bulk QR/barcode scans and audits from mobile. Know what's with each department, what's missing and who had it last with a clear chain of custody.

Explore accountability & tracking

Compliance & inspections

Pre-start forms and inspections completed in the field on mobile, attached to each asset with timestamps and photos. Compliance certificates and expiry tracking in one place. Failed items trigger work orders automatically.

Explore compliance & inspections

Maintenance & servicing

Schedule servicing by date, usage or meter readings. Work orders assigned to workshop staff or external providers on mobile. Full service history and cost tracking for fleet, plant & heavy machinery - supporting lifecycle and replacement planning.

Explore maintenance & servicing

Want to see how these fit together on your own sites? We'll show you in a demo.

Book a demo

30 minutes on Microsoft Teams

Compliance

Pre-starts and compliance registers - audit-ready on mobile

Build and run pre-start forms for fleet, plant & heavy machinery directly on mobile. Staff scan a QR code, complete the form in the field or depot with photos, and results attach to the asset record with a timestamp. Auditors get evidence on demand.

  • Compliance certificates and expiry tracking per asset
  • Failed items automatically trigger work orders
  • Full inspection history attached to each asset record
  • Meets WHS pre-start obligations for registered plant
  • Build forms with AI or upload your existing templates
Pre-start inspections

Accountability

Scan, assign and track across every department

QR code any asset, attach a GPS device to fleet vehicles, or pull in OEM telematics data. Assign assets to people, departments (through a store or site for each department), depots or sites. Know who has what, where it is and when it's due back with a clear chain of custody that survives staff turnover.

  • Check-in and check-out on mobile for handover accountability
  • Bulk scanning for depot audits and department stocktakes
  • Assign to departments (through a store or site for each department) with scoped visibility via RBAC
  • GPS location for fleet and plant where fitted
  • Geofence alerts when vehicles leave designated boundaries
Asset tracking
MapTrack record for Cordless Drill 01, tag ST00003, Deployed: a satellite map pinned at Mascot, New South Wales, the person Sam Taylor, the location Workshop, the date 19 Sep 2026 at 4:11 PM, and its required accessories, two 18V 5.0Ah batteries and two fast chargers, 2 of 2 taken.

Who has it, and where it was checked out

While the drill is out, its record shows who has it, where it was checked out on the map and the accessories that went with it.

MapTrack app · Demonstration data · Captured

About this screenshot

Demonstration workspace at a desktop viewport, on the asset’s Overview tab, cropped to its header, map, assignment and accessories.

See these on a phone and a desktop in a live demo.

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Maintenance

Keep fleet and equipment serviced. Not scrambling after breakdowns

Schedule servicing by date, kilometres or engine hours. Trigger work orders from inspections, usage thresholds or calendar intervals. OEM and telematics data feeds in automatically where integrated. Every service record lives alongside the asset's tracking and compliance history.

  • Date-based and meter-based maintenance triggers
  • OEM telematics data for fleet and heavy plant
  • Work orders assigned to workshop staff on mobile
  • Complete parts history and cost tracking per asset
  • Overdue alerts so nothing falls through the cracks
Maintenance & work orders

Integrations

Fleet and plant data straight from the vehicle

MapTrack integrates with fleet telematics and OEM platforms used by government and council fleets, so odometer readings, engine hours and GPS location drive maintenance and utilisation reporting automatically, without manual data entry.

Teletrac Navman
Geotab
John Deere
Caterpillar
  • Odometer and engine hour tracking for timely preventive maintenance
  • Live GPS location and geofence alerts for fleet across your depots and sites
  • Fault and diagnostic data where supported by your telematics provider
  • Geofence-based utilisation and time-on-site for operational reporting

See all integrations

Enterprise-ready

SSO, RBAC and Sydney-hosted primary systems. Built for government

Government and council IT teams need platforms that integrate with existing identity providers, enforce least-privilege access and provide clear data-location documentation. MapTrack delivers enterprise controls without enterprise complexity.

Single sign-on via SAML 2.0, Active Directory integration through Microsoft Entra ID (Azure AD), and role-based access control mean staff authenticate through your existing systems and see only what their role allows. MapTrack's primary database and application hosting are in Sydney; current hosting and subprocessor documentation is available for procurement review. Unlimited users means every staff member can have access without per-seat cost pressure.

Enterprise featuresSecurity & hostingCompliance tracking

SSO / SAML 2.0

Active Directory integration through Entra ID

RBAC

Department-scoped access

AU-hosted

AWS Sydney region

Unlimited users

No per-seat charges

Audit-ready asset records across every department

Track fleet, IT, tools and plant across departments and depots. SSO, compliance registers and full audit trails built in.

Book a demoStart free trial
  • Used across Australia & New Zealand
  • Per-asset pricing
  • Unlimited users

Get started

How government teams get started

Most government departments are tracking assets and running digital stocktakes within one to two weeks. Start with one department or asset class and expand from there.

Step 1

Import your department asset register

Upload your existing register from spreadsheets or your current system. Add vehicles, office equipment, field assets, and infrastructure tools.

Step 2

Assign assets to cost centres and staff

Link each asset to a department, cost centre, or responsible officer for accountability and accurate financial reporting.

Step 3

Run stocktakes and generate compliance reports

Conduct rapid QR-scan stocktakes, track asset lifecycles, and produce audit-ready reports for internal and external reviewers.

Key features for government & councils

Everything a government or council team needs in one platform.

Asset tracking & QR scanningQR & barcode labelsGPS & OEM integrationsPre-starts & inspectionsCompliance & certificatesMaintenance & work ordersScheduling & reservationsAudits & stocktakesService historyCost trackingAsset depreciationEnterprise (SSO/RBAC)

The equipment records public bodies keep

Councils and public agencies in Australia, the United States and the United Kingdom answer to different rules, but the records they ask for look alike: what was checked, when, by whom, and what's due next. Open a market to see its rules, the words buyers there search for, and how pricing is quoted.

Australia

WHS Regulation s 213

Prices on our pricing page are in Australian dollars, ex GST.

  • Australia, in Queensland's text of the model WHS Regulations (each state and territory enacts its own version)

    Work Health and Safety Regulation 2011, section 213, maintenance and inspection of plant

    What it asks for

    The person with management or control of plant at a workplace makes sure its maintenance, inspection and, if needed, testing is done by a competent person, following the manufacturer's recommendations. Where there are none, a competent person's recommendations apply, and where neither is reasonably practicable, the plant is inspected annually.

    How MapTrack keeps the record

    Each mower, truck and generator has its services scheduled at the maker's interval, by date or by hours from meter readings, and inspections are signed forms on its record.

    Source: Work Health and Safety Regulation 2011 (Queensland) (Queensland Government (Queensland Legislation), checked 26 Oct 2026)

United States

2 CFR 200.313(d)

Pricing is quoted in your currency, US dollars.

  • United States, recipients and subrecipients of federal awards

    2 CFR 200.313(d), equipment bought under federal awards

    What it asks for

    Property records hold each item's description, serial or other identification number, funding source, title holder, acquisition date, cost, federal share, location, use and condition, and disposal details, and are updated when its status changes. A physical inventory is reconciled with the records at least once every two years, and any loss, damage or theft is investigated.

    How MapTrack keeps the record

    Custom fields hold the funding source, title holder and federal share beside each item's serial number, location and condition, and an audit by QR scan checks each depot against the register, and when you finish you can mark anything not scanned as missing.

    Source: 2 CFR 200.313, Equipment (eCFR) (US Office of Management and Budget, via the Electronic Code of Federal Regulations, checked 26 Oct 2026)

Property records
The equipment records 2 CFR 200.313 asks for on anything bought with federal award money, reconciled with a physical inventory at least once every two years.

United Kingdom

PUWER regulation 5, HSE PAT guidance

Pricing is quoted in your currency, pounds sterling.

  • Great Britain, all work equipment

    PUWER 1998, regulation 5, maintenance

    What it asks for

    Work equipment is kept in an efficient state, in efficient working order and in good repair, and where a machine has a maintenance log, the log is kept up to date.

    How MapTrack keeps the record

    Each machine's services and repairs sit on its record as work orders, with labour, parts and external costs, so the maintenance log is up to date wherever the work was done.

    Source: Provision and Use of Work Equipment Regulations 1998 (PUWER), regulation 5 (legislation.gov.uk (The National Archives), checked 26 Oct 2026)

  • Great Britain, portable electrical equipment

    HSE guidance on portable appliance testing (PAT)

    What it asks for

    HSE says the Electricity at Work Regulations 1989 require electrical equipment that could cause injury to be kept safe, but don't set a test interval: how often depends on the equipment and where it's used, so a power tool on a construction site is checked more often than a lamp in a hotel room. Labels and records aren't a legal requirement, though HSE calls them a useful way to manage the scheme and show it exists.

    How MapTrack keeps the record

    Each appliance carries its test date, result and next due date, and a PAT round runs building by building as one job, with a pass or fail on each item.

    Source: PAT (portable appliance testing): HSE's answers to popular questions (Health and Safety Executive, checked 26 Oct 2026)

PAT testing
Portable appliance testing: the UK name for inspecting and testing portable electrical equipment, the job Australians call test and tag. HSE says how often depends on the equipment and where it's used.

MapTrack keeps the records these rules ask you to keep. It does not do the inspection or testing, certify your work or make you compliant, and the current text of each instrument is the authority.

Want to see how these records would look for your own gear? We'll show you in a demo.

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Close the gaps

Asset loss and audit gaps are the two biggest controllable risks in government asset management

MapTrack gives your organisation the visibility, accountability and compliance evidence to address both without adding headcount or replacing your existing fleet telematics.

Book a demoCalculate your ROI

Frequently asked questions

Common questions from government and council teams.

Government asset management software is a platform that helps councils, state agencies and public works departments track, manage and maintain fleet, IT equipment, tools and plant across departments, depots and sites. It replaces spreadsheets, paper registers and disconnected systems with a single source of truth for where assets are, who has them, what their compliance status is and when they're due for service. MapTrack combines asset tracking (QR codes, barcodes, GPS and OEM telematics), pre-start and inspection forms, maintenance scheduling and work orders, and reporting with enterprise controls like SSO and RBAC for government deployment.

Yes. MapTrack supports single sign-on via SAML 2.0 and Active Directory integration through Microsoft Entra ID (Azure AD), so staff authenticate through your existing identity provider. Role-based access control lets you restrict visibility and actions by department, depot or role. For example, parks staff see only parks assets, while fleet coordinators see the entire fleet register. IT administrators can manage access centrally in your identity provider, which decides who can sign in to MapTrack through SSO, and new staff join MapTrack automatically the first time they sign in. See the enterprise features page for full details.

MapTrack's primary database and application hosting are in Sydney. Some supporting services may process data outside Australia. We can provide current hosting, subprocessor, encryption and infrastructure-security documentation so your procurement and IT teams can assess the complete data flow against their requirements.

Yes. We regularly support government procurement processes and can provide responses to vendor security questionnaires, security posture and data-handling documentation, and privacy impact assessments. Our current security controls and supporting documentation are available on request. Contact us to discuss your specific requirements - we're familiar with the procurement processes used by Australian local councils and state agencies.

Use bulk QR or barcode scanning to verify what's at a specific depot or assigned to a department (through the department's store or site). MapTrack records each asset scanned, when it was scanned and who scanned it. Compare scanned results against expected asset registers and immediately see what's missing, unscanned or unaccounted for. Reports by department, depot or asset class give you audit-ready evidence. Stocktakes that used to take days with clipboards and spreadsheets now take hours on mobile.

Yes. MapTrack supports mixed asset types in a single platform. Use QR or barcode labels for IT equipment, devices, tools and smaller assets. Use GPS tracking or OEM telematics for fleet vehicles and heavy plant where devices or integrations are in place. All asset types - regardless of how they're tracked. Live in the same system alongside their compliance records, maintenance history, assignments and depreciation data.

Every asset assignment and transfer is recorded with timestamps, the staff member involved and any notes or photos. When staff leave or change departments, you can see exactly which assets were assigned to them and run a handover audit. Bulk scanning confirms what's been returned. This creates a clear chain of custody that survives role changes, team restructures and staff turnover, eliminating the accountability gaps that typically occur during transitions.

Yes. MapTrack supports asset depreciation tracking using straight-line, diminishing value or custom methods. Combined with maintenance cost tracking, you get full lifecycle cost visibility for each asset, from acquisition through to disposal. This data supports capital planning, budget submissions and replacement cycle decisions for fleet, IT and equipment portfolios.

MapTrack uses per-asset pricing with unlimited users included. Not per-seat licensing. You can give access to every staff member, depot worker, fleet coordinator and administrator without your costs growing as the team does. This is a significant advantage for government and council organisations where hundreds of staff may need to scan assets, complete inspections or check equipment in and out. Pricing scales with the number of assets you track, not the size of your team.

Most government and council teams are running on MapTrack within two to four weeks. The typical approach is to start with one department or asset class, such as fleet or IT equipment: import or scan in assets, set up your first workflows (usually pre-starts or compliance tracking), and roll out to staff. MapTrack's onboarding team supports you through setup and training at no additional cost. For larger rollouts across multiple departments and depots, a phased approach works well: get adoption solid on one workflow, then expand to more asset types and departments.

For the depot and field crews, look for one register for plant, vehicles, tools and inspected equipment; pre starts and inspections on the phone with photos; servicing on hours and km; audits by scan for the annual stocktake; and access that suits shared devices. MapTrack covers those with per-asset pricing and unlimited users, so every crew member can scan without a licence each. If roads, pipes and buildings sit in a separate asset system, MapTrack can run beside it.

Label each item with a QR code and sign it out to the person or depot taking it, with a due-back date, so anything overdue stands out. Inspections and pre starts run as forms on the phone and save against the item, with a photo of any defect, and a rule you set can raise the repair job. For the yearly stocktake, set up an audit for each depot and scan what's there. For pre start forms on their own, see pre-start inspection software.

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Per-asset pricing. Unlimited users. Primary database hosted in Sydney.

Resources for government teams

Guides, calculators and pages relevant to government and council asset management.

Enterprise features

SSO, RBAC, Active Directory integration through Microsoft Entra ID (Azure AD) and documented Sydney hosting for government and enterprise deployment.

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ROI calculator

Calculate how much asset loss, audit inefficiency and maintenance gaps are costing your organisation each year.

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Multi-site asset management

How organisations track assets across multiple locations, depots and departments with one platform.

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Pre-start inspections

Build and run mobile pre-start forms, attached to each asset, with work orders for failed items.

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Compare MapTrack

See how MapTrack compares to other asset management and CMMS platforms.

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Fleet & transport

See how MapTrack serves fleet and transport teams with GPS, pre-starts and maintenance.

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Free asset templates

Download free asset audit checklists, tool handover forms and compliance templates.

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