ConstructionHow Hacer Group Gained Real-Time Gear Visibility
Hacer Group's HSEQ team replaced spreadsheets with MapTrack to track every piece of equipment in real time - assignments, servicing schedules and compliance documentation, all in one platform. Denis Slaviero, HSEQ Manager, led the transformation.
Key results
Real-time
Equipment visibility across all sites
Zero
Spreadsheets for equipment tracking
1 platform
Compliance, servicing and assignments
The challenge
Hacer Group is a well-established Victorian construction company delivering commercial and residential projects across Melbourne and regional Victoria. Their HSEQ team, led by Denis Slaviero, is responsible for ensuring every piece of equipment on every site is compliant, serviced and accounted for. With multiple active projects running simultaneously, that responsibility was becoming increasingly difficult to manage with spreadsheets. The core problem was fragmentation. Each project site maintained its own equipment register. Typically an Excel spreadsheet managed by the site supervisor. These spreadsheets tracked what equipment was on site, who had it and when it was last serviced. But they were only as current as the last time someone remembered to update them. Equipment would move between sites, get serviced, or be reassigned, and the spreadsheet would not reflect those changes until someone manually edited it days or weeks later. For the HSEQ team, this created real compliance risk. If a piece of equipment was overdue for servicing and deployed on a project, it could result in a safety incident or a failed audit. Denis and his team were spending hours each week chasing site supervisors for updated spreadsheets, cross-referencing servicing records and trying to build a picture of the fleet's compliance status. The process was manual, error-prone and never quite current. The situation was compounded by the fact that workers on site had no easy way to record equipment movements. Taking a tool or piece of equipment from one location to another was not logged unless someone remembered to update the spreadsheet. This meant the HSEQ team's records were always lagging behind reality.
- Multiple project sites each maintaining separate equipment spreadsheets
- Spreadsheets only updated manually - often days or weeks behind reality
- HSEQ team spending hours chasing updated registers from site supervisors
- Compliance risk from equipment overdue for servicing being deployed on sites
- No mechanism for workers to log equipment movements in real time
The solution
Denis Slaviero led the deployment of MapTrack across Hacer Group's projects, replacing every site-level spreadsheet with a single digital platform. The migration started with a bulk import of existing asset data from their spreadsheets, followed by QR code labelling of all tracked equipment. The most immediate change was visibility. From a single MapTrack dashboard, Denis and the HSEQ team could see every asset across every project - its current location, who it was assigned to, its servicing status and its compliance documentation. No more chasing spreadsheets from individual site supervisors. Equipment servicing was set up with automated scheduling in MapTrack. Each asset's service intervals, whether date-based, meter-based or usage-based - were configured in the system. When servicing was approaching, MapTrack sent alerts to the responsible person and the HSEQ team. Overdue items were flagged prominently on the dashboard, making it impossible for a non-compliant piece of equipment to go unnoticed. Workers on site adopted the mobile check-in/out workflow. When they took a piece of equipment, they scanned the QR code with the MapTrack app. When they returned it, they scanned again. This simple process created a real-time chain of custody that the HSEQ team could rely on. No manual data entry required. Compliance documentation - test certificates, calibration records, inspection reports - was uploaded directly against each asset in MapTrack. When an auditor or client requested proof of compliance, Denis could pull up the relevant documents in seconds rather than searching through filing cabinets or email attachments.
- All site-level spreadsheets replaced with a single MapTrack platform
- Automated servicing schedules with alerts for upcoming and overdue maintenance
- QR code check-in/out for real-time equipment assignments by workers on site
- Compliance documents stored directly against each asset record
- HSEQ dashboard showing fleet-wide compliance status at a glance
Results and outcomes
The transformation was immediate and significant. Hacer Group went from a fragmented, manually-updated spreadsheet system to real-time equipment visibility across every active project. Denis Slaviero and the HSEQ team no longer spend hours each week chasing information. It is all in MapTrack, updated in real time by the people using the equipment. Servicing compliance improved markedly. With automated alerts and a clear dashboard showing overdue items, equipment is serviced on schedule. The HSEQ team can demonstrate compliance to auditors and clients by pulling up any asset's complete service history, inspection records and documentation directly from the platform. The elimination of spreadsheets also removed the version-control problems that had plagued the previous system. There is now a single source of truth for every asset. When a piece of equipment moves from one project to another, the transfer is recorded in MapTrack and the updated location is immediately visible to everyone who needs to know. Worker adoption was strong because the QR code scanning workflow is fast and does not disrupt their workday. The HSEQ team reports that equipment accountability has improved - workers know that every check-out and check-in is recorded, which has reduced the casual "borrowing" of tools between crews that previously went untracked.
- Real-time equipment visibility replaced hours of weekly spreadsheet chasing
- Servicing compliance improved with automated scheduling and overdue alerts
- Single source of truth eliminated version-control problems across sites
- Worker adoption strong due to fast QR code scanning workflow
- Compliance documentation available instantly for auditors and clients
“Thanks to MapTrack we know exactly where our gear is, who has it and when it needs servicing.”
About the author
Commercial Director
Jarrod co-founded MapTrack in 2012 and has spent over a decade helping field teams track assets, reduce loss and simplify compliance. He has conducted 300+ user research sessions to shape the platform.
View LinkedIn profile →FAQ
- How does MapTrack replace spreadsheets for equipment tracking?
- MapTrack replaces spreadsheets with a purpose-built platform that updates in real time. Instead of manually editing rows and columns, your team scans QR codes to check equipment in and out, and MapTrack automatically records who has what, where it is, and when it was last serviced. There is no version-control problem, no broken formulas and no data entry lag.
- What is HSEQ compliance tracking and how does MapTrack support it?
- HSEQ stands for Health, Safety, Environment and Quality. MapTrack supports HSEQ compliance by tracking equipment servicing schedules, pre-start inspection completions, calibration due dates and compliance documentation. Alerts notify your team before deadlines are missed. All compliance records are stored against the asset, creating an auditable history for internal reviews and external inspections.
- Can MapTrack send alerts when equipment servicing is due?
- Yes. MapTrack allows you to set service intervals based on date, meter hours or usage cycles. When a service is approaching, the system sends automated alerts to the responsible person and their manager. Overdue items are flagged on the dashboard so nothing slips through the cracks. This is particularly important for construction firms where non-compliant equipment can result in site shutdowns.
- How do construction HSEQ managers benefit from MapTrack?
- HSEQ managers gain a single platform for equipment compliance, servicing records and inspection documentation. Instead of chasing spreadsheets from multiple project managers, they have one dashboard showing compliance status across all sites. They can run reports on overdue services, inspection completion rates and equipment condition, all data that is essential for safety audits and management reviews.
- How long does it take to migrate from spreadsheets to MapTrack?
- Most construction firms complete the migration within one to two weeks. MapTrack supports bulk CSV import, so your existing spreadsheet data can be uploaded directly. The onboarding team helps map your columns to MapTrack fields, import asset photos and print QR code labels. Once the data is in, your team starts using the mobile app immediately. No spreadsheets required.
Replace your spreadsheets like Hacer Group did
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