Equipment Compliance Tracking Software UK

What an equipment register actually holds

In FileGuard, each piece of equipment is an item with a name, category, description and serial number, a site/location, a responsible person and a supplier. Alongside it sit the dates that matter — issue date, last checked, next due and (where relevant) an expiry date — and any documents attached directly to that item, such as an inspection report or calibration certificate. Reminder settings determine when and who gets notified before a date is due; they only fire if someone has configured them.

A sample register

A simple way to picture the register is a table like this, built from real items rather than a template:

Nothing in that table updates itself from a certificate upload. When a check is carried out, someone marks the item complete and enters the new next-due date — FileGuard then schedules reminders against that date (for example 90/60/30/14/7 days before, if that schedule has been configured for the item).

How the workflow runs day to day

1. Create a category (e.g. "Lifting equipment", "Calibrated tools") and add items to it.
2. Fill in the item's dates, responsible person and supplier.
3. Attach the current certificate or report as a document on the item.
4. Turn on reminders and choose how far ahead they should fire.
5. When work is done, use "Mark complete" to log it to the item's service history and record the next due date.

Multiple sites and users can work from the same organisation, with roles controlling who can edit items versus who can only view them, and an activity log recording who changed what.

Spreadsheets and shared drives

A spreadsheet or shared folder can record a due date and store a PDF. Reminders, item-level permissions and a record of who edited what are not built into either — they require separate tools (a calendar, a reminder add-in) and consistent administration to keep working as more people and sites are added. A dedicated register keeps those pieces in one place by design.

Related tracking

The same register pattern applies whether you are tracking LOLER examination records, calibration certificate tracking, PAT testing or service intervals. For a step-by-step setup, see our equipment compliance tracking guide.