Free plant and equipment register
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Free plant register template (PDF). Record plant and design registration, statutory inspection dates and operator competency. Download free.
Commercial Director
Key takeaways
- A plant register lists each item of plant with its plant or design registration number, last and next statutory inspection, and who is competent to operate it.
- Registrable plant such as cranes, pressure vessels and certain hoists must be registered before use under the WHS Regulations 2011, Schedule 5.
- Recording next inspection due dates against each item turns the register into an early warning before a certificate of competency or registration lapses.
- Keep it separate from a general asset inventory; this register exists to prove plant compliance, not just to locate equipment.
Updated 4 June 2026
How to use: download the PDF, print or complete digitally on any device.
- PDF format, ready to print or fill on screen
- Use as-is or customise to suit your operation
- Go digital in MapTrack for photos, alerts and audit trails
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Used by construction, mining and field service teams
What is a plant and equipment register?
A plant and equipment register is a structured record of the powered and pressurised plant an organisation owns, hires or controls, focused on the registration and inspection detail needed to keep that plant compliant and safe to operate. For each item it captures an asset or fleet ID, a description, the make, model and serial number, the plant registration and design registration numbers where they apply, the date of the last and next statutory inspection, the certifier, and the competency or high-risk work licence required to operate it. It is the document a site manager or HSE lead uses to show, at any moment, that the plant on site is registered, inspected and operated only by competent people.
This register is distinct from a general asset inventory. The inventory answers where an item is and who holds it; the plant register answers whether the item is legally allowed to be in service and who may run it. Construction, civil, mining, manufacturing and plant-hire businesses rely on it because registrable plant such as tower cranes, mobile cranes, pressure vessels and some hoists must be registered before use, and all plant must be inspected and maintained. In MapTrack, each item of plant carries its registration numbers, inspection due dates and operator competency in one profile, and the next inspection date triggers a reminder rather than being missed. Under the WHS Regulations 2011, Chapter 5, a person conducting a business must manage risks from plant, keep maintenance and inspection records, and register the plant listed in Schedule 5 before it is used.
Learn more about asset tracking in MapTrack.
Benefits of using this plant and equipment register
- Plant compliance proof: a single register shows registration, inspection and competency status across every item of plant on site for a regulator or auditor.
- Inspection early warning: last and next statutory inspection dates against each item flag plant before a certificate lapses and the machine must be stood down.
- Registration control: plant and design registration numbers are recorded against the asset, so registrable plant is never put into service unregistered.
- Operator accountability: linking the required high-risk work licence or competency to each item makes it obvious when an unlicensed operator is a risk.
- Audit and tender ready: a maintained plant register answers principal-contractor and client prequalification questions about plant compliance without a scramble.
- Incident defensibility: after an event, the register is the contemporaneous evidence that the plant was registered, inspected and operated by a competent person.
- Maintenance linkage: serial numbers and inspection history connect each item of plant to its service records and any defect that took it out of service.
Benefits of digitising forms in MapTrack
When you move your asset registers from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Maintain a live asset register with location, condition and custody history.
- Schedule and track calibration, certification and warranty expiry dates.
- Generate depreciation and total-cost-of-ownership reports per asset.
Book a demo to see how MapTrack handles asset registers.
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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Steve McAllister
Asset Coordinator, Saunders International
What to include in a plant and equipment register
This plant and equipment register covers 10 key areas:
- Register details: organisation, prepared by, site or project, and the date of the register.
- Asset or fleet ID: the internal identifier or plant number used on site.
- Plant description: a clear name for the item, for example 50t mobile crane or 2000L air receiver.
- Make, model and serial number: manufacturer detail from the data plate, used for inspection and warranty.
- Plant registration number: the WorkSafe or regulator item registration where the plant is registrable.
- Design registration number: the design registration for the plant type where one applies.
- Last statutory inspection: the date of the most recent competent-person or major inspection.
- Next inspection due: the date the next statutory inspection or thorough examination falls due.
- Operator competency: the high-risk work licence class, verification of competency or ticket required to operate.
- Status and notes: in service, stood down, under repair or off hire, plus any defect or restriction.
How to use this plant and equipment register
- List every item of plant within the site or fleet you are registering.: Walk the yard, workshop and active work fronts and record each item of powered or pressurised plant, including hired plant you are responsible for on site. Flag on-hire items so they are not confused with owned plant when off-hire dates fall due.
- Capture the identifiers and registration detail for each item from the data plate.: Record the make, model and serial number, then enter the plant registration and design registration numbers where the item is registrable. These come from the data plate and the regulator paperwork and are what prove the plant is lawfully in service.
- Record the statutory inspection position for each item.: Enter the date of the last competent-person or major inspection and calculate the next due date from the standard or manufacturer interval. Highlight any item already overdue so it can be stood down until inspected rather than quietly kept in service.
- Link the operator competency required to run each item.: Record the high-risk work licence class, verification of competency or ticket needed to operate the plant, so supervisors can confirm that only competent, licensed operators are assigned. Note expiry dates where the licence or VOC must be renewed.
- Set the status and note any defects or restrictions on each item.: Mark each item in service, stood down, under repair or off hire, and record any defect, load restriction or condition that limits how the plant may be used. This keeps the register honest about what is actually available to work.
- Store the register, set a review cadence and keep it current as plant moves and is inspected.: Save the register as the baseline, review it at least monthly against inspection due dates, and update records whenever plant is hired on or off, inspected, repaired or disposed of. A plant register that drifts out of date defeats its purpose as compliance evidence.
In MapTrack, you can manage your full asset register digitally. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full plant and equipment register as a PDF.Back to download formHow often should you complete this asset register?
Build the plant register once, then keep it live. Review it at least monthly against upcoming statutory inspection and licence expiry dates, and update individual records immediately whenever plant is hired on or off site, inspected, repaired, modified or disposed of. Run a full reconciliation before audits, tenders and principal-contractor reviews so the register reflects exactly what is on site. In MapTrack, each item of plant tracks its own inspection due dates and operator competency, and the system prompts before a registration or licence lapses, so compliance gaps surface early rather than at the gate.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- WHS Regulations 2011, Chapter 5 - Plant and Structures (managing plant risks, records and registration of plant)
- WHS Regulations 2011, Schedule 5 - Plant requiring registration (items of plant and plant designs that must be registered)
- AS 2550 - Cranes, hoists and winches, Safe use (inspection and competent operation of lifting plant)
Need to manage your full asset register digitally?
Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.