Track every piece of heavy equipment across your portfolio — where it is, what it's assigned to, when it needs service, and whether it's already booked when a project needs it.
What the Fleet Module Tracks
Every piece of equipment owned or leased by the GC firm can be registered in BuildOS as a fleet asset. The system tracks these assets across their full lifecycle — from purchase through disposal — including where they're allocated at any given time and when they're due for service.
Supported Asset Types
Asset Record — What's Tracked Per Asset
| Field | Description |
|---|---|
| Asset Name | Human-readable name (e.g., "CAT 320 Excavator — Unit 3") |
| Type | Asset category (excavator, compactor, grader, crane, other) |
| Serial Number | Manufacturer serial number for warranty and service records |
| Model Year | Year of manufacture — used for maintenance scheduling |
| Status | Current operational status (see below) |
| Current Allocation | Which project the asset is currently assigned to (if any) |
| Next Service Due | Date or hour-meter reading when next maintenance is required |
| Notes | Free-text for known issues, rental agreements, or special handling |
Asset Status States
| Status | Meaning | Can Be Allocated? |
|---|---|---|
| Available | Asset is operational and not assigned to any project | Yes |
| Allocated | Asset is assigned to a project for a specific date range | No — only after current allocation ends |
| Maintenance | Asset is out of service for scheduled or unscheduled maintenance | No — until returned to Available |
Equipment Allocation
Allocating an asset means assigning it to a specific project for a specific date range. BuildOS enforces hard constraints on allocations to prevent conflicts:
An allocation record contains:
- Asset — which piece of equipment
- Project — which project it's being sent to
- Start Date — when the equipment arrives on site
- End Date — when it's released back to the fleet
- Notes — any special delivery or pickup instructions
Who can create allocations: owners, admins, and superintendents. Field workers cannot allocate equipment.
Maintenance Reminders
Every Monday morning at 8 AM UTC, a background job scans all fleet assets for upcoming maintenance due dates and creates feed cards for any assets that need service within the next 14 days. This replaces the maintenance log spreadsheet most GCs maintain (and often forget to check).
| Trigger | Feed Card | Priority |
|---|---|---|
| Service due within 14 days | "[Asset name] — scheduled maintenance due [date]. Currently allocated to [project]." | Urgent |
| Service overdue | "[Asset name] — maintenance overdue by [N] days. Do not allocate until serviced." | Critical |
| Asset in Maintenance status >7 days | "[Asset name] has been in maintenance for [N] days. Update status or add notes." | Normal |
Fleet Visibility Across the Portfolio
The fleet dashboard provides a full view of the entire equipment fleet at a glance — which assets are available, which are on which project, and which are in maintenance. This is the tool Tom and Sarah use when a superintendent calls asking where the compactor is. No phone tag with other supers needed.
Connection to the Schedule
In a future release (Resource Leveling, Post-MVP M9), equipment allocations will be directly integrated with the CPM schedule. Tasks that require specific equipment types will show warnings if the needed equipment is not allocated to the project during that task's scheduled window — and the schedule optimizer will be able to suggest allocation adjustments to avoid equipment conflicts before they happen.