Free plant registration and certification tracker
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Free plant registration tracker (PDF). Log registrable plant: registration number, statutory inspection dates, certifier, expiry and status. Download free.
Commercial Director
Key takeaways
- A plant registration tracker lists your registrable plant with its design and plant registration numbers, statutory inspection dates, certifier, expiry and status in one register.
- Items of plant such as cranes, pressure vessels, lifts and amusement devices must be registered under the WHS Regulations 2011 before they are used.
- Design registration covers the plant design; plant (item) registration covers the individual unit. The tracker keeps both numbers against each item.
- Sort by expiry or next-inspection date to see which registrations and statutory inspections are due before the plant is used again.
Updated 4 June 2026
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Used by construction, mining and field service teams
What is a plant registration and certification tracker?
A plant registration and certification tracker is a register of an organisation's registrable plant, holding the registration and statutory inspection status of each item on one row. For each item it records the plant description, the design registration number and the plant (item) registration number, the date of the last statutory inspection and the date the next one is due, the competent person or certifier who carried it out, the registration expiry date and the current status. It exists so a site or plant manager can see at a glance which items are registered, which certifications are current and which are coming due, rather than digging through certificates when a regulator or principal contractor asks.
In Australia, certain high-risk items of plant must be registered with the WHS regulator before they are used, and the WHS Regulations 2011, Schedule 5, set out which plant designs and items require registration, including cranes, pressure vessels, lifts, escalators and amusement devices. Construction, mining, manufacturing and facilities operators use this tracker to manage those obligations across a fleet and to prove due diligence in an audit or after an incident. In MapTrack, each item of plant carries its registration numbers, certificate attachments and inspection schedule, and an alert fires before a registration or statutory inspection expires, so the tracker stays current without manual chasing.
Learn more about compliance and inspections in MapTrack.
Benefits of using this plant registration and certification tracker
- Single compliance view: every item of registrable plant and its registration status sits on one register instead of in separate certificate files.
- Expiry control: sorting by registration expiry or next-inspection date shows exactly which items are due before they can be used again.
- Dual-number tracking: both the design registration and the plant (item) registration number are held against each item for fast verification.
- Audit and tender ready: a maintained tracker answers a regulator, principal contractor or auditor asking to see current plant registrations.
- Certifier accountability: recording the competent person or certifier for each inspection shows who signed off and when it was done.
- Incident defence: a complete record of registration and statutory inspection supports a due-diligence position if an incident occurs.
- Hire confidence: tracking status across owned and hired plant confirms hired items are registered before they go to work on site.
Benefits of digitising forms in MapTrack
When you move your 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).
- Set recurring audit schedules with automatic reminders and escalation.
- Produce regulator-ready PDF compliance packs in one click.
- Track corrective actions from finding to close-out with full audit trail.
Book a demo to see how MapTrack handles 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 registration and certification tracker
This plant registration and certification tracker covers 10 key areas:
- Register details: organisation, prepared by, site or project, and the date the tracker was reviewed.
- Item and asset ID: the plant description and the internal asset or fleet number for each item.
- Plant type: the registrable category, for example mobile crane, pressure vessel, lift or boom-type EWP.
- Design registration number: the registration number for the plant design.
- Plant registration number: the registration number for the individual item of plant.
- Last statutory inspection: the date of the most recent statutory or major inspection.
- Next inspection due: the date the next statutory inspection falls due.
- Certifier or competent person: who carried out the inspection or certification.
- Registration expiry: the date the plant registration expires and must be renewed.
- Status and notes: registered, expiring, expired or out of service, plus any action required.
How to use this plant registration and certification tracker
- Identify which items of plant are registrable and list them.: Work through your plant against WHS Regulations 2011, Schedule 5, to identify items that require design or plant registration, such as cranes, pressure vessels, lifts and amusement devices. List each registrable item with its description and internal asset or fleet number so nothing is missed.
- Record both registration numbers against each item.: Capture the design registration number for the plant design and the plant (item) registration number for the individual unit. Holding both lets you verify a unit quickly and confirm the design behind it is registered, which a regulator or principal contractor may ask to see.
- Enter the statutory inspection dates and the certifier for each item.: Record the date of the last statutory or major inspection, the date the next one is due, and the competent person or certifier who carried it out. For items such as cranes and pressure equipment, these inspections underpin the registration staying valid.
- Record the registration expiry date and set the status.: Enter the date each plant registration expires, then set the status to registered, expiring, expired or out of service. Sorting the tracker by expiry or next-inspection date turns it into a renewal schedule and exposes anything that lapses before the plant can next be used.
- Quarantine any item that is expired or out of certification.: Where a registration has lapsed or a statutory inspection is overdue, set the item out of service and stop it being used until the registration or inspection is renewed. Note the action required and who is responsible so the follow-up is not lost.
- Review the tracker on a set cycle and keep it current as plant moves.: Check the tracker regularly, follow up everything coming due, and update it whenever plant is registered, re-inspected, hired on or off, or retired. Reconcile it against the registration certificates on file so the tracker stays the trusted source for the whole fleet.
In MapTrack, you can automate compliance tracking and audit trails. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full plant registration and certification tracker as a PDF.Back to download formHow often should you complete this register?
Review the plant registration tracker at least monthly so any registration or statutory inspection coming due is actioned before the plant is next used, and update it the moment plant is registered, re-inspected, hired on or off, or retired. Statutory inspection intervals are set by the relevant standard and the WHS Regulations 2011 for each plant type, so check those for cranes, pressure equipment and lifts specifically. In MapTrack, each item carries its registration numbers, certificate attachments and inspection schedule and alerts you before an expiry or inspection falls due, keeping the tracker current without manual chasing.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- WHS Regulations 2011, Schedule 5 - Plant requiring registration (designs and items of plant that must be registered)
- WHS Regulations 2011, Chapter 5, Part 5.3 - Registration of plant designs and items of plant
- Safe Work Australia - Code of Practice: Managing risks of plant in the workplace (inspection, maintenance and registration of plant)
Need to automate compliance tracking and audit trails?
Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.
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