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Equipment maintenance log & service reminders

An equipment maintenance log portal is where a maintenance team keeps each machine's service and repair history on the machine's own record and gets a reminder before its next service is due. The loader's last oil change lives on the loader, not in a greasy logbook in the cab.

Pattern: Tracking

Describe it to EachEntry

“We run about 60 machines across two yards: loaders, forklifts, compressors. We need each machine's service history in one place and a reminder when a service is coming due.”

Viewing as

Machines

Machines

CAT 950 loader #2Oct 30, 2026Wheel loaderNorth yardService due
Toyota forklift #7Oct 27, 2026ForkliftSouth yardService due
Atlas Copco compressorJan 18, 2027Air compressorSouth yardIn the shop
Hyster forklift #3Nov 17, 2026ForkliftSouth yardOut of service
Lighting tower generatorOct 24, 2026GeneratorSouth yardService due
Toyota forklift #5Nov 5, 2026ForkliftNorth yardRunning
Cummins 150 kVA generatorNov 9, 2026GeneratorNorth yardRunning
Volvo L90H loaderNov 12, 2026Wheel loaderSouth yardRunning
Komatsu PC210 excavatorNov 16, 2026ExcavatorNorth yardRunning
CAT 950 loader #1Dec 4, 2026Wheel loaderNorth yardRunning

Showing 1–10 of 10

Powered by EachEntry

In plain English

How EachEntry sets it up

EachEntry gives every maintenance manager and technician a sign-in of their own. It covers schedule & history. Machines, work orders, service log and team live in EachEntry's own database, so there's no spreadsheet to keep in sync.

What it does

01

Every service and repair lives on the machine it was done to

Service history was a logbook in each cab and a spreadsheet the manager updated when they remembered. Technicians log each service, repair and part against the machine, with the date and the engine hours. Open CAT 950 loader #2 and its last three services and the bucket tooth sit right there, so warranty claims and "when was this last done?" take seconds, not a hunt through the cab.

Detail view with related itemsDone by: Maintenance manager
02

A reminder arrives before a machine's service date slips past

The only sign a service was due was a sticker on the dashboard, faded to blank by its second month. Each machine carries its next service due date, and as it gets close a reminder lands in the technician's inbox here and by email. No forklift runs three weeks past its service again because nobody could read the sticker.

Notifications & remindersDone by: Technician

Who sees what in an equipment maintenance logs portal

Every person signs in to their own view. This is what each role in the demo gets.

Maintenance manager

Sees every machine in the portal.

Pages
Home, Machines, Work orders, Service calendar, Service log
Can start
Open a work order, Log a service

Technician

Sees the machines assigned to them.

Pages
Home, My work orders, My machines, Service log, Service intervals
Can start
Log a service

What’s in the equipment maintenance logs portal template

The tables and fields EachEntry sets up for this portal. Describe your own version and change any of them in the editor.

Machines

  • Machine (text)
  • Service due (date)
  • Type (choice: Wheel loader, Forklift, Excavator, Air compressor, Generator)
  • Yard (choice: North yard, South yard)
  • Engine hours (number)
  • Status (choice: Running, Service due, In the shop, Out of service)
  • Next service (text)
  • Maintained by (link)
  • Notes (long text)

Work orders

  • Work order (text)
  • Machine (link)
  • Needed by (date)
  • Priority (choice: Low, Normal, Urgent)
  • Status (choice: New, Assigned, In progress, Waiting on parts, Done)
  • Technician (link)
  • Reported (date)
  • Reported by (text)
  • What's wrong (long text)

Service log

  • Entry (text)
  • Machine (link)
  • Date (date)
  • Work (choice: Routine service, Repair, Inspection, Parts replaced)
  • Hours at service (number)
  • Done by (link)
  • Notes (long text)

Team

  • Name (text)
  • Role (text)
  • Yard (choice: North yard, South yard, Both yards)
  • Phone (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How EachEntry builds a portal

Decide

1 part

  • Reminders by date

    Renewals, expiries and overdue work, in an in-app inbox and by email.

Share

1 part

  • Detail view with related items

    Open a unit, a pet or a listing to see its details and everything tied to it: requests, visits, offers. Share it by link; edit, change the status or add a related item from there.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. EachEntry sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

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Related portals

PropertyTenant portalLeases, rent status & maintenancePropertyHOA management portalDues status, requests, violationsWorkplaceEmployee onboarding portalTasks, documents, equipment

Build your equipment maintenance logs portal with EachEntry

Describe who signs in and what each person needs, and EachEntry builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited technicians.

See pricing · How EachEntry builds a portal