MapTrack FAQ: AI Asset Tracking, CMMS and Maintenance Software
A comprehensive reference guide to MapTrack’s platform, use cases, features, implementation and commercial model.Designed for operations, maintenance, HSEQ and fleet leaders, as well as IT, finance and procurement teams evaluating asset tracking and maintenance software.
Last Updated on 2025-12-14
About MapTrack
1.1 What is MapTrack?
MapTrack is an AI powered asset management and maintenance platform for asset intensive organisations. It combines asset tracking software, CMMS style maintenance, safety and compliance workflows, and QR, BLE and GPS hardware options in one system.
Operations, maintenance, HSEQ and fleet teams use MapTrack as a single source of truth for what assets they own, where those assets are, what condition they are in and whether they are safe and compliant to use.
1.2 Is MapTrack a CMMS, EAM or tool tracking system?
MapTrack combines capabilities from several categories.
As a tool tracking system, it records who has which tools and where they are.
As CMMS software (Computerised Maintenance Management System), it manages maintenance plans, work orders and service history.
As a lighter Enterprise Asset Management (EAM) platform, it supports the asset lifecycle across many sites and regions.
Most organisations use MapTrack as their primary operational asset platform for:
Asset registers
Tool and equipment tracking
Maintenance and inspection workflows
Safety, compliance and audit trails
Fleet Management, IVMS & tracking
In practice, MapTrack often replaces a mix of spreadsheets, basic tool tracking apps and a traditional CMMS. In some environments it sits alongside an ERP or EAM system that holds financial asset records, while MapTrack focuses on day to day operational control.
1.3 Who is MapTrack for?
MapTrack is built for asset intensive organisations that run tools, equipment, plant, fixed assets and vehicles across multiple sites. Typical customers include:
Construction and civil contractors
Mining and resources operations
HVAC, mechanical and refrigeration service providers
Electrical and plumbing contractors
Manufacturing and fabrication facilities
Industrial services, shutdown and maintenance crews
Fleet and transport operators
Facilities and property maintenance teams
Customers range from growing contractors with a few hundred assets through to multi national enterprises with 20,000+ tracked items. MapTrack is especially valuable where asset volumes, risk and compliance requirements have outgrown spreadsheets and basic asset & tool tracking apps.
1.4 What problems does MapTrack solve?
MapTrack is designed for organisations that struggle to answer basic questions such as “what do we own, where is it and is it safe to use”. Common problems include:
Lost, misplaced or stolen tools and equipment
Unplanned downtime and breakdowns on critical assets
Missed inspections, services and safety checks
Asset registers trapped in spreadsheets and paper forms
Poor visibility of asset location, condition and utilisation
Compliance risk around WHS, OSHA and client requirements
Inconsistent field processes and limited accountability
Duplicate purchasing and hire because teams cannot see what is available
Idle assets sitting in yards while projects hire more equipment
MapTrack addresses these issues by giving teams real time visibility of assets, clear responsibility for allocations and structured maintenance and compliance workflows across the asset lifecycle, for both mobile and fixed assets.
1.5 What outcomes can we expect with MapTrack?
Outcomes vary by organisation, but customers commonly report that MapTrack helps them:
Reduce tool loss and unaccounted equipment
Spend less time on manual compliance and maintenance administration
Improve utilisation of existing assets before hiring or buying more
Reduce unplanned breakdowns and safety incidents
Be better prepared for client, insurer and regulator audits
Over time, MapTrack also improves the data available for decisions about asset replacement, upgrades and future capital planning. The Customer Outcomes and ROI section provides example scenarios that show how these improvements translate into financial impact using your own numbers.
1.6 Who owns MapTrack and where is it based?
MapTrack is developed and operated by an Australian software company headquartered in Coorporoo, QLD focused on asset intensive industries such as construction, mining, industrial services, transport and facilities. The platform is used by organisations that need to manage tools, equipment, plant, vehicles, fixed assets and safety equipment across multiple sites and regions.
Product and Core Capabilities (Asset Management Software)
2.1 What can we manage in MapTrack?
MapTrack can handle a wide range of assets, including:
Small tools and hand tools
Portable equipment and test gear
Plant and machinery
Vehicles, trailers and attachments
Hire equipment
Fixed plant and building services
Fixed assets and building systems such as HVAC units, pumps and fire systems
Safety equipment and PPE
Fire extinguishers, fire panels, emergency lighting, eye wash stations and safety showers
Inventory, parts and consumables
You can configure your own asset categories, custom fields and workflows so that MapTrack matches how your business thinks about assets.
2.2 What are the key features of the MapTrack platform?
Key capabilities of MapTrack’s asset tracking and maintenance software include:
Centralised asset register for tools, equipment, plant, fleet, fixed assets and sites
Flexible asset types, categories and custom fields
Bulk import from spreadsheets and legacy systems
QR, barcode, BLE and GPS based tracking
Check in and check out, allocations and transfers
Asset reservations and booking
Digital Asset Audits
Maintenance planning and work orders (CMMS style)
Digital inspections, checklists and pre starts
Compliance workflows and expiry tracking
Maintenance and compliance for fixed assets and safety equipment such as fire extinguishers and eye wash stations
Defect and incident reporting
Document and certification storage
AI assisted asset creation from photos
AI driven form and checklist builder
Automation based on schedules, events and usage data
Mobile first PWA for field teams
Reporting and dashboards for utilisation, compliance and adoption
Role based access and permission control
Integrations and an open API
RBAC
SSO / AD Sync
Offline Mode
2.3 How is MapTrack better than spreadsheets?
Spreadsheets are flexible, but they typically break down when:
Many people need to update data
There are multiple sites, depots and crews
Assets are constantly moving
Compliance and maintenance due dates must be enforced
You need a reliable audit trail
MapTrack improves on spreadsheets by:
Providing real time, multi user access on mobile and desktop
Recording full history of asset movements, inspections and maintenance
Triggering alerts and work automatically based on rules and schedules
Making it easy for field staff to scan assets and update information on site
Keeping documents, photos and certificates linked to the asset record
This turns a static spreadsheet into a live asset tracking and maintenance system.
2.4 Can MapTrack manage the full asset lifecycle?
Yes. MapTrack supports the full lifecycle of an asset, including:
Planning, procurement and onboarding
Allocation to sites, jobs, people or vehicles
Maintenance, inspections and compliance
Utilisation tracking and cost visibility
Downtime and incident logging
Retirement, disposal and replacement planning
You can track both operational history and relevant financial information such as cost centres, depreciation data and replacement decisions where required. For financial accounting, MapTrack typically integrates with your ERP or finance system.
Asset Tracking and Hardware (QR, BLE, GPS)
3.1 How does MapTrack track assets and equipment?
MapTrack’s asset tracking software supports several methods of tracking:
QR and barcodes for quick scanning and identification
BLE beacons for proximity based visibility in yards, warehouses and vehicles
GPS trackers for live or near real time location of vehicles and high value plant
Check in and check out workflows that record who has what and where it is allocated
Site and vehicle assignments to show what is on each job, site or truck
Movement history so you can see where an asset has been over time
Real-time run-time, ODO, trip history & geofences
Full IVMS & Fleet Telematics add-on also available
You can mix these methods based on asset value, risk and mobility.
3.2 Do we need GPS hardware on every asset?
No. Most organisations choose a tiered approach to hardware:
GPS devices on vehicles and high value or mobile plant
BLE beacons on medium value items and assets that cluster around vehicles or depots
QR labels on small tools and lower value items
MapTrack is designed so you can get strong accountability and visibility with QR based scanning and allocation workflows, even without GPS on every item.
3.3 What tracking hardware does MapTrack support?
MapTrack supports a range of tracking hardware, including:
Custom heavy duty QR asset labels (with your company logo in colour)
Bluetooth Low Energy (BLE) beacons
Battery powered GPS trackers
Hard wired vehicle tracking devices
Selected AI dash camera devices for fleet, driver behaviour, incident video capture (where enabled)
Hardware options can be combined by asset type, risk profile and budget. For more detailed hardware specifications and options you can refer to your hardware or telematics documentation.
3.4 How does MapTrack reduce asset loss and theft?
MapTrack improves asset security and accountability by:
Making it clear which user, team or site is responsible for each asset
Providing location history and current allocation for investigation
Showing exceptions, such as assets that have not been scanned for a long period
Enabling geofencing alerts and usage based rules when combined with GPS
Reducing opportunities for assets to disappear silently between jobs
The result is better accountability and fewer lost or unaccounted items.
Maintenance, CMMS and Safety Compliance
4.1 How does MapTrack support maintenance management?
MapTrack provides CMMS style maintenance management capabilities, including:
Time based and usage based maintenance schedules
Automatic creation of planned work orders when tasks are due
Logging of completed services with labour, parts, photos and notes
Tracking planned versus reactive maintenance
Monitoring overdue work and high risk assets
Using telematics data such as engine hours and odometer readings where integrated
Maintenance teams get clear visibility into what is due, what is overdue and what is coming up for each asset.
4.2 How does MapTrack help with WHS, OSHA and safety compliance?
MapTrack is designed to support safety and compliance workflows for both mobile and fixed assets, including safety equipment such as fire extinguishers and eye wash stations. Typical patterns include:
Digital inspections, pre starts and checklist workflows
Test and tag cycles, calibration schedules and lift gear inspections
Regular checks and maintenance records for fire extinguishers, fire panels, emergency lighting and eye wash stations
Tracking of licences, certifications and training for people and contractors
Storage of SWMS, manuals, certificates and safety documents against assets and sites
Audit trails for completed checks, failed checks and corrective actions
This provides a defensible record for clients, auditors, insurers and regulators.
4.3 How are inspections and checklists handled?
Within MapTrack you can:
Build digital checklists for pre starts, safety inspections and maintenance checks
Assign checklists to specific asset types, sites, vehicles or jobs
Use pass or fail, numeric, text and photo fields as required
Capture defects and non conformances directly from the checklist
Automatically create work orders or follow up tasks when checks fail
Assign teams or individuals to work orders
AI assisted tools can also help you design checklists based on your industry and use case, including templates for fixed safety assets like fire extinguishers and eye wash stations.
4.4 How does MapTrack help reduce equipment downtime?
By combining maintenance scheduling, inspection workflows, alerts and telematics data, MapTrack helps you:
Identify assets at higher risk of failure
Address issues earlier through preventive maintenance
Avoid missed services or inspections
Track root causes and patterns of breakdowns
This reduces unplanned downtime and improves asset reliability over time.
AI, Automation and Predictive Maintenance
5.1 How does MapTrack use AI?
MapTrack uses AI to reduce manual administration and improve data quality, for example:
AI asset creation
Capture a photo and let AI suggest asset type, category and key fields to speed up onboarding.
AI assisted form and checklist builder
Generate draft inspection and maintenance forms based on your industry and asset types, including fixed assets and safety equipment.
Smart suggestions and data cleanup
Identify obvious inconsistencies, missing fields and standardisation opportunities in existing registers.
Risk and priority insights
Highlight assets that show patterns of repeated faults, overdue work or abnormal behaviour.
These capabilities help teams build a clean asset register and standardised workflows more quickly.
5.2 Does MapTrack support predictive maintenance?
MapTrack supports the foundations of predictive maintenance by:
Combining inspection results, maintenance history and usage data from telematics
Highlighting assets with frequent failures or recurring defects
Allowing dynamic adjustment of maintenance intervals based on real world behaviour
Organisations can start with basic preventive maintenance and develop more advanced strategies over time using MapTrack data. For fully advanced predictive models you can also export data to BI or analytics tools.
5.3 Can MapTrack automatically create tasks or work orders?
Yes. Tasks and work orders can be automatically created based on:
Calendar schedules
Usage based thresholds such as engine hours or kilometre readings
Failed inspection items or defects
Compliance expiries such as test and tag dates or fire extinguisher service dates
Custom business rules configured for your environment
This reduces manual administration and ensures that critical work is not missed.
5.4 How does MapTrack handle AI data and governance?
MapTrack is designed to support common enterprise expectations around AI data use, including:
Using customer data primarily to deliver and improve the MapTrack service
Respecting configured access controls and permissions when AI features are used
Allowing customers to control which data is included in certain AI driven workflows where applicable
Exact details of AI data handling, retention and model training policies depend on your deployment and agreements. Organisations with specific AI governance requirements should discuss these with the MapTrack team so that policies and configurations can be aligned with internal standards.
Work Orders, Scheduling and Task Management
6.1 How does MapTrack handle work orders?
MapTrack includes CMMS style work orders that link directly to assets, sites and people. A work order can include:
One or many assets, including tools, mobile plant, fixed assets and safety equipment such as fire extinguishers and eye wash stations
Tasks and checklists that need to be completed
Planned dates and times
Assigned teams, roles or specific users
Priority, status and notes
Every work order is recorded against the asset history so you can see what work was done, by whom and when.
6.2 Can one work order cover multiple assets?
Yes. MapTrack is designed to handle bulk work across many assets without losing individual asset history. Typical patterns include:
One work order that covers monthly inspections for all fire extinguishers on a floor or site
One work order for pre start checks across a group of vehicles or pieces of plant
One shutdown work order that includes multiple tools, fixed assets and safety systems
Each asset still gets its own inspection records and maintenance history, while supervisors manage a single work order for planning, assignment and completion.
6.3 How are work orders assigned across teams and sites?
Work orders in MapTrack can be:
Assigned to specific users, roles, teams or contractors
Filtered by site/location, region, asset type or priority
Viewed in lists and dashboards for supervisors and planners
Grouped into views for maintenance, operations, HSEQ or stores personnel
This makes it easier to coordinate work across multiple depots and sites while keeping responsibility clear.
6.4 How does scheduling and rescheduling work?
MapTrack supports both planned and reactive work:
Planned work orders are generated from maintenance schedules, compliance rules and inspection templates
Reactive work orders can be created directly from defects, failed checks or incident reports
Schedulers can:
Set due dates and target time windows
Reschedule work with updated dates and notes
Reassign work to different users or teams when workloads change
All changes to timing and ownership are tracked so you can see why work was moved and who is now responsible.
6.5 Can we manage recurring and seasonal work easily?
Yes. Recurring work is usually driven by:
Time based schedules such as monthly vehicle inspections or six monthly fire extinguisher checks
Usage based triggers such as engine hours or kilometres
Compliance rules for fixed assets and safety equipment
Once the rules are configured, MapTrack automatically creates work orders when tasks are due so planners do not need to manually recreate recurring jobs each period.
6.6 How are bulk tasks and inspections recorded without extra admin?
MapTrack is designed to reduce double handling for bulk tasks:
A single work order can include multiple assets and checklist items
Technicians can move through a line of assets (for example, a row of extinguishers or a fleet of vehicles) from one screen
Results are written back to each individual asset record automatically
Exceptions such as failed checks or defects can create follow up work orders without retyping information
This approach keeps the admin load low for field teams while still giving operations, maintenance and HSEQ leaders clean, asset level history for audits and analysis.
Industries and Use Cases
7.1 How does MapTrack help construction and civil contractors?
Construction and civil contractors use MapTrack to:
Track tools, plant and equipment across multiple projects and depots
See which crew, subcontractor or site is responsible for each asset
Run pre start checks and safety inspections on vehicles and plant
Track and maintain fixed site assets such as compressors, temporary power, fire systems and extinguishers
Reduce hired equipment overspend by using existing assets first
Provide clients with transparent records of maintenance and compliance
7.2 How does MapTrack support mining and resources operations?
Mining and resources operations use MapTrack to:
Manage large fleets of critical equipment across remote sites
Enforce strict maintenance and inspection schedules
Track high risk assets in harsh conditions
Maintain auditable records for regulators and major clients
Coordinate tools, parts and equipment across shutdowns and outages
7.3 What value does MapTrack provide for HVAC, electrical and plumbing service companies?
Service contractors use MapTrack to:
Track vehicles, tools, test equipment and calibration status
Allocate tools and test gear to technicians and jobs
Maintain records for service contracts and compliance obligations
Manage fixed assets and safety systems at client sites, such as HVAC plant, switchboards, fire extinguishers and eye wash stations
Equip technicians with a mobile app for inspections, photos and notes
Improve first time fix rates by ensuring the right equipment is on the right vehicle
7.4 How can fleet and transport businesses use MapTrack?
Fleet and transport operators use MapTrack to:
Perform vehicle inspections and defect reporting
Manage maintenance based on odometer and engine hours
Combine GPS data with work orders and compliance records
Track attachments, trailers and auxiliary equipment
Improve driver safety and compliance workflows
7.5 Does MapTrack support facilities and property maintenance teams?
Yes. Facilities and property maintenance teams use MapTrack for:
Plant and equipment registers for buildings and sites
Maintenance and compliance for fixed assets such as HVAC units, fire systems, fire extinguishers, emergency lighting and eye wash stations
Preventive maintenance schedules
Work order management for internal teams and contractors
Contractor and vendor compliance records
Asset histories that support capital works planning
Implementation, Data Migration and Change Management
8.1 How long does it take to implement MapTrack?
Implementation time depends on asset volumes, complexity and integrations. Typical patterns:
Simple implementations with a single site and a few thousand assets can go live in 1 to 2 weeks.
Larger multi site deployments with integrations and complex workflows take longer and are usually phased.
8.2 Can we import existing asset registers and CMMS data?
Yes. MapTrack supports:
CSV and Excel imports
Field mapping from your existing templates to MapTrack fields
Assisted migration for complex or messy spreadsheets
You can import assets, sites, people, locations and, in many cases, maintenance schedules or inspection templates, including data for fixed assets, fire equipment and other safety critical items.
8.3 What training is provided?
Typical training options include:
Guided onboarding and configuration workshops
Live or virtual training sessions for admin and field users
Help centre articles, videos and step by step guides
Best practice recommendations tailored to your industry
Larger organisations may also run internal train the trainer programs using MapTrack resources.
8.4 How do we drive adoption with field teams?
Successful customers usually:
Keep first workflows simple and relevant to daily work
Provide clear expectations about scanning assets and completing checks
Assign champions or supervisors to support adoption on site
Use dashboards in regular toolbox meetings or operations reviews
Adjust forms and processes based on feedback from technicians
MapTrack can share change management patterns that have worked for similar organisations.
8.5 How do you reduce implementation risk and support pilots?
To reduce implementation risk, organisations often:
Start with a clearly defined pilot scope, such as one region, depot or business unit
Focus on a small number of high value workflows, such as tool tracking and vehicle or fire equipment inspections
Import a subset of assets first to prove value before scaling
Run parallel processes for a short period while teams gain confidence
Agree clear success measures and timelines for expanding rollout
MapTrack can support pilot design, configuration and review so that the wider rollout is based on proven patterns rather than theory.
Integrations, API and IT Fit
9.1 What systems can MapTrack integrate with?
Common integration points include:
ERP and finance systems
Job and project management platforms
Fleet management and telematics providers
Document management tools
Business intelligence and reporting tools
MapTrack can connect to other systems via direct integrations, middleware or its open API. This reduces double entry and keeps asset and maintenance data aligned across platforms.
9.2 Does MapTrack have an API?
Yes. MapTrack provides a REST API that can be used to:
Sync asset and site data with other platforms
Pull maintenance and inspection data into BI tools
Create or update assets, work orders and checklists from external systems
Trigger workflows when events occur in MapTrack or other systems
Technical documentation is available for teams that want to build custom integrations.
9.3 How does MapTrack fit into our overall IT landscape?
MapTrack is typically part of a broader application landscape that includes:
ERP and finance systems for accounting and asset registers at a financial level
HR and identity systems for people and access
Job management and project systems
Telematics and IoT platforms
MapTrack focuses on operational asset management, tracking, maintenance and compliance. It integrates with these other systems so that data is shared without duplication and each system can focus on what it does best.
Mobile App and Field Experience
10.1 Does MapTrack have a mobile app?
Yes. MapTrack is available as a mobile first progressive web app (PWA) that can be used on iOS and Android devices. Users can install it from the browser to their home screen without going through an app store.
10.2 What can field staff do with the app?
Field users can:
Scan QR codes on assets to view details and history
Complete inspections, pre starts and checklists
Log faults, defects, incidents and photos
Submit maintenance activities and close work orders
See which assets are assigned to them, their vehicle or their site
Search for assets by ID, name or other fields
The interface is designed to be fast and simple for use in the field.
10.3 Does MapTrack work offline?
MapTrack is designed for low connectivity environments. Key workflows such as scanning, inspections and updates can be used offline, then synced once the device reconnects. Exact behaviour depends on configuration and device support. This is particularly useful for remote sites, underground work, basements and rural areas.
Reporting, Dashboards and Analytics
11.1 What reports does MapTrack provide?
You can report on:
Asset utilisation and movement
Percentage of assets tagged and in use
Maintenance work, costs and overdue items
Compliance status and missed checks, including fixed safety assets such as fire extinguishers and eye wash stations
Downtime and incident trends
Fleet and equipment performance by site or region
User activity and adoption
Reports can be filtered by time period, location, user, asset type and other dimensions.
11.2 Can dashboards be customised?
Yes. Dashboards and views can be tailored to:
Roles such as operations, maintenance, safety, stores and management
Sites, regions or business units
Asset categories or specific critical asset groups
Time windows such as today, this week, this month or custom ranges
This allows each stakeholder to focus on the information that matters most to their responsibilities.
11.3 Can we export data for BI and external analysis?
Yes. You can export MapTrack data to:
CSV or Excel for ad hoc analysis or sharing
PDF for reports and management packs
External BI tools via API for more advanced analytics
This ensures you can use MapTrack data in your existing reporting and analytics environment.
Security, Privacy and Data Residency
12.1 How does MapTrack keep our data secure?
MapTrack follows modern security practices, including:
Encryption of data in transit and at rest
Role based access control and permissions
Audit trails for key activities and changes
Regular backups and redundancy at the infrastructure level
Secure development and deployment processes
Security is treated as a core requirement rather than an add on.
12.2 Where is MapTrack data hosted and can you meet data residency requirements?
MapTrack is hosted on modern cloud infrastructure in secure data centres in Australia Sydney with regions available in US & EU. Available hosting regions and options can be aligned with common data residency and sovereignty requirements, subject to your specific needs and chosen deployment.
If your organisation has specific data residency, sovereignty or regional hosting requirements you should contact the MapTrack team so that available options can be confirmed for your use case.
12.3 How does MapTrack handle privacy and personal data?
MapTrack is designed to align with recognised data protection and privacy principles, including those in regulations such as GDPR. The platform:
Minimises the amount of personal data stored where possible
Provides controls over user access and permissions
Supports customers in meeting their own privacy obligations through audit trails and configuration
Your organisation’s own policies and configuration will determine exactly what personal data is stored in MapTrack.
12.4 Does MapTrack use our data to train AI models?
MapTrack is designed to respect customer control over data. Customer data is primarily used to deliver and improve the MapTrack service in line with agreements and applicable laws. Where AI features are provided, they are designed to work within your configured access controls and policies.
If your organisation has specific requirements about whether and how operational data can be used for broader model training, this should be discussed with the MapTrack team so that the approach matches your internal AI and data governance policies.
Pricing, Licensing and Total Cost of Ownership
13.1 How is MapTrack priced?
MapTrack uses a straightforward model based primarily on:
Number of assets and overall complexity
Required modules and workflows
Implementation and support scope for larger deployments
Most plans include:
Unlimited users
Unlimited documents and file storage
Unlimited scans and asset lookups
Unlimited work orders and checklists
Unlimited alerts and notifications
This means you can roll the platform out broadly without worrying about per user licensing.
13.2 Do you offer monthly and annual options?
MapTrack is available on both monthly and annual billing.
Monthly (default): Most customers start on monthly so they can trial MapTrack with low risk and keep full flexibility. We do this intentionally because we want to earn renewal through outcomes, not lock-in.
Annual / multi-year (Enterprise): Many enterprise customers prefer annual or multi-year agreements for procurement and budgeting. We offer a 10% discount for annual or longer-term commitments.
If you’re rolling out across multiple sites or need a multi-entity structure, talk to our team and we’ll work with you to find the best contract and billing setup for your rollout.
13.3 Is enterprise licensing available?
Yes. Enterprise agreements are available for:
Large organisations
Group structures and multi region deployments
Customers with specific security, support and integration requirements
Enterprise agreements can include tailored SLAs, onboarding packages and governance arrangements.
13.4 What is the total cost of ownership for MapTrack?
Total cost of ownership (TCO) for MapTrack typically includes:
The MapTrack software subscription
One off implementation and onboarding services, if required
QR labels, BLE beacons and GPS hardware where used
Internal time for configuration, change management and training
Custom feature development & integration development from the MapTrack engineering team where required.
Most organisations justify these costs through reductions in tool loss, lower admin effort, improved utilisation and avoided hire or purchase. A more detailed TCO and ROI model can be created using your own asset volumes, loss rates, labour costs and hire or purchase patterns.
Best Practices and Getting Value Fast
14.1 How do we get the most value from MapTrack?
Successful customers usually:
Tag every critical asset with QR labels as a baseline
Include fixed assets and safety equipment such as fire extinguishers and eye wash stations in the initial tagging scope
Standardise inspections and maintenance checklists for each asset class
Automate recurring maintenance and compliance tasks
Train field staff early and integrate scanning into day to day workflows
Use dashboards in regular operations and safety meetings
Continuously improve asset categories and data quality
Starting simple and building up over time is usually more effective than trying to configure everything at once.
14.2 What workflows do most customers start with?
Common starting workflows include:
Tool and equipment allocation to jobs, sites and vehicles
Vehicle and plant inspections
Pre start checks and safety inspections
Preventive maintenance schedules for critical assets
Test and tag and calibration tracking
Regular inspections of fixed safety assets such as fire extinguishers and eye wash stations
Incident and hazard reporting
Once these are running smoothly, customers usually expand into more advanced automation, reservations and integrations.
14.3 How should we measure success with MapTrack?
Useful measures of success include:
Reduction in tool loss and unaccounted equipment
Percentage of critical assets tagged and visible
Compliance rates for inspections and maintenance
Reduction in unplanned breakdowns and reactive work
Utilisation rates for key asset classes
Time saved on audits, client reporting and internal reporting
The Customer Outcomes and ROI section provides example scenarios that show how these measures translate into financial outcomes.
Support, SLAs and Ongoing Success
15.1 What support options are available?
Support typically includes:
In app and email support
Help centre with guides, examples and videos
Onboarding and configuration assistance
Priority support for larger and enterprise customers
Dedicated CSM & Project management
Phone call support 6am-6pm AEST
Support hours and response times can be tailored for enterprise agreements where required.
15.2 What if something is not working as expected?
If something does not work as expected, you can:
Check the help centre for quick guidance
Review configuration and permissions
Contact support with details and screenshots
The MapTrack team will work with you to identify whether it is a configuration issue, user training need or product issue, and guide you through next steps.
Fit, Limitations and Adoption
16.1 What size organisations get the most value from MapTrack?
MapTrack is most valuable for organisations that:
Have thousands of tools, equipment items and assets
Operate across multiple sites, depots or regions
Need structured maintenance, safety and compliance workflows
Have dedicated operations, maintenance, safety or fleet teams
Smaller teams with simpler needs can still benefit, but the strongest value is seen once asset volumes, risk and complexity increase.
16.2 Who is MapTrack not suitable for?
MapTrack may not be the best fit if:
You only manage a small number of assets with very simple requirements
You have no need for maintenance, inspections or compliance workflows
You are looking for a general purpose project management, timesheet or job costing tool rather than asset management software
In these cases, simpler tools may be more appropriate.
16.3 Is MapTrack overkill for a smaller team?
MapTrack can work well for smaller teams if:
You still have a meaningful volume of assets that move between sites or people (~100+ assets)
Compliance, safety or audit requirements are important to your business
You want to move out of spreadsheets and paper before problems grow
If you only have a handful of assets and very simple record keeping needs, MapTrack is likely to be more capability than you require.
16.4 What if our team is not very technical?
MapTrack is designed for field users who are not necessarily technical. Helpful patterns include:
Scan first workflows that rely on QR codes rather than manual search
Simple checklists and forms that match existing paper processes
Role based access so users only see what is relevant to them
Short, focused training sessions and practical help content
Most organisations find that once MapTrack is embedded into day to day work, for example as part of pre starts or tool issue and return, adoption is strong even with teams that are not heavy software users.
Customer Outcomes and ROI
17.1 What business outcomes does MapTrack typically deliver?
Organisations that adopt MapTrack and embed it into day to day operations typically see:
30 to 50 percent reduction in tool loss and unaccounted equipment, as assets are tagged, scanned and allocated properly
60 to 80 percent reduction in admin time spent updating spreadsheets, chasing paperwork and preparing compliance reports
Fewer unplanned breakdowns and a higher proportion of planned maintenance work
Better utilisation of existing assets before hiring or buying more
Stronger safety and compliance posture, with digital records ready for clients, auditors and regulators
Exact results depend on industry, asset volumes and how deeply MapTrack is rolled into standard operating procedures, but similar patterns are seen across construction, mining, industrial services, fleet and facilities customers.
Want to see what this could mean for your organisation?
👉 Calculate your estimated ROI using our ROI calculator.
17.2 How fast can we see ROI from MapTrack?
Most organisations begin to see measurable benefits within the first 3 to 6 months, once:
Core assets are tagged and visible in MapTrack
Basic inspections and maintenance workflows are digitised
Field teams have been trained to scan assets and complete checks as part of normal work
Early ROI usually comes from:
Recovering tools and equipment that would previously have gone missing without any record
Avoiding duplicate purchasing or hire because existing assets are visible and can be redeployed
Reducing time spent on manual data entry, chasing paper forms and preparing compliance reports
Over time, additional ROI comes from improved utilisation, fewer breakdowns and better decisions about replacement and capital planning.
17.3 Do you have example ROI scenarios?
A typical example for a mid sized contractor might look like this:
5,000 tools and items of equipment
Historical loss or write off rate of 5 to 10 percent per year
Average replacement cost of 300 dollars per item
In this case:
Reducing the effective loss rate by even a few percentage points can save tens of thousands of dollars per year (example figure)
Avoiding duplicate purchases and unnecessary hire by reusing existing assets can add further savings
Reducing admin time spent on manual registers, inspections and reports frees staff to focus on higher value work
Combined with improvements in safety, compliance and reliability, the financial impact of MapTrack can be significant relative to the subscription cost. You can replace the example figures with your own validated numbers if available.
These are illustrative examples.
👉 Use our ROI calculator to model savings based on your own asset volumes, loss rates and costs.
17.4 How should we measure success with MapTrack?
Useful measures of success include:
Percentage of critical assets tagged and visible in the system
Change in tool loss, write offs and unexplained missing items
Compliance rates for inspections, services and test and tag cycles
Ratio of planned to reactive maintenance work
Utilisation rates for key asset classes
Time saved on audits, client reporting and internal reporting
Tracking these metrics before and after rollout gives a clear picture of the operational and financial impact of MapTrack.
Many of these metrics feed directly into ROI over time.
👉 See how they translate into financial impact using our ROI calculator.
Comparisons and Alternatives
18.1 Is MapTrack an alternative to traditional CMMS software?
Yes. Many organisations use MapTrack as a modern alternative to traditional CMMS tools.
Traditional CMMS platforms focus mainly on planning and recording maintenance work. MapTrack includes this, and also adds:
Detailed tracking for tools, small equipment and high volume assets
QR, BLE and GPS hardware options in the same system
Safety and compliance workflows linked directly to assets, sites and people
A mobile first experience designed for crews that work in the field, not just in workshops
For organisations that manage a mixture of small tools, plant, vehicles, fixed assets and site equipment, MapTrack can replace or significantly simplify their CMMS footprint.
18.2 How does MapTrack compare to basic tool tracking apps?
Basic tool tracking apps tend to focus on a small set of functions, such as:
Recording who has which tool
Scanning tools in and out of a store or depot
MapTrack goes further by:
Managing the full asset register across tools, equipment, plant, vehicles and fixed assets
Providing maintenance schedules, work orders and service history
Running inspections, pre starts and safety checklists
Tracking compliance requirements such as test and tag, calibrations and fire equipment inspections
Integrating with GPS and telematics data for selected assets
For teams that only need simple tool issue and return, a basic app might be enough. For teams that need integrated tracking, maintenance and compliance, MapTrack provides a broader solution.
18.3 How is MapTrack different from safety form and checklist apps?
Safety form and checklist apps focus mainly on capturing forms and workflows, often without a strong link to specific assets.
MapTrack:
Field users using their mobiles scan the QR code on the asset, vehicle, equipment, tool or fixed asset
Links completed inspections, checklists and incidents directly to assets, sites and people
Maintains asset history over time, not just standalone forms
Combines safety and compliance data with maintenance, utilisation and tracking data
Download completed forms, share with clients or auditors
Supports QR, BLE and GPS hardware for asset identification and visibility
Drops a GPS pin of where the form was completed for complete data capture.
This gives a more complete picture of asset condition, risk and performance than form only tools.
18.4 Does MapTrack replace our ERP or finance system?
No. MapTrack is designed to sit alongside your ERP or finance system, not replace it.
Typical patterns include:
Assets are managed operationally in MapTrack, with key financial fields synced to the ERP where needed
Maintenance and inspection records live in MapTrack, with high level costs or summaries reported into finance
Purchase orders and invoices continue to be handled in the ERP, while MapTrack focuses on day to day asset operations
Integrations can be set up so that asset data stays aligned between systems without manual re keying.
18.5 Can MapTrack work alongside our existing systems?
Yes. Many organisations start by running MapTrack alongside existing tools, then consolidate over time. Common patterns are:
Keeping the ERP for financial records and using MapTrack for operational asset management
Replacing spreadsheets, simple tool trackers and manual inspection processes first
Integrating with telematics providers, job management tools or document systems where appropriate
This phased approach allows teams to gain value quickly without a risky all at once change.
Key Terms and Definitions
19.1 What is an “asset” in MapTrack?
In MapTrack, an asset is any item you want to track, manage or maintain. This can include:
Small tools and hand tools
Portable equipment and test gear
Plant and machinery
Vehicles, trailers and attachments
Fixed equipment in buildings and facilities, such as HVAC units, pumps and fire systems
Safety equipment and PPE
Fire extinguishers, eye wash stations and safety showers
Selected inventory items, parts and consumables where configured
You can configure asset categories, fields and rules to reflect how your organisation thinks about assets.
19.2 What is asset tracking software?
Asset tracking software helps organisations know where their assets are, who is responsible for them and what condition they are in. MapTrack supports asset tracking through:
QR and barcode labels for fast identification
BLE beacons for proximity based visibility
GPS devices for live or near real time tracking of vehicles and high value plant
Check in, check out and allocation workflows
Location history and activity timelines
19.3 What is a CMMS?
A Computerised Maintenance Management System (CMMS) is software used to plan, track and record maintenance activities for assets and equipment. MapTrack includes CMMS style capabilities such as:
Maintenance schedules and plans
Work order management
Service history and cost tracking
These capabilities are combined with asset tracking, safety and compliance workflows in a single platform.
19.4 What is an EAM system?
An Enterprise Asset Management (EAM) system is designed to manage the full lifecycle of high value assets across large organisations, often with a strong focus on financials and governance.
MapTrack provides many EAM like benefits, particularly for operational asset visibility and maintenance, but is designed to be lighter to deploy and more accessible for field teams than traditional EAM platforms.
19.5 What is preventive maintenance?
Preventive maintenance is maintenance performed on a scheduled basis in order to reduce the likelihood of failure and extend asset life. It can be:
Time based, such as monthly, quarterly or annually
Usage based, such as every set number of hours or kilometres
MapTrack allows you to configure preventive maintenance plans and automatically generate work orders when tasks are due.
19.6 What is the asset lifecycle?
The asset lifecycle is the sequence of stages an asset goes through from purchase to disposal. Typical stages include:
Planning and procurement
Commissioning and deployment
Operation and maintenance
Upgrades and refurbishment
Retirement, disposal and replacement
MapTrack supports this lifecycle by providing a consistent record of assets and their history over time.
Canonical MapTrack Descriptions
These standardised descriptions can be used by partners & affiliates.
20.1 One sentence description
MapTrack is an AI powered asset tracking and maintenance software platform that helps asset intensive organisations manage tools, equipment, plant, fixed assets and fleet across multiple sites with integrated CMMS, compliance and hardware options.
20.2 Short description (around 50 words)
MapTrack is an AI powered asset tracking and maintenance software platform for asset intensive industries such as construction, mining, industrial services, HVAC, electrical, plumbing, fleet and facilities. It combines asset registers, tool tracking, CMMS style maintenance, safety and compliance workflows, and QR, BLE and GPS hardware in one field friendly system.
20.3 Detailed description (around 150 to 200 words)
MapTrack is an AI powered asset tracking and maintenance software platform designed for organisations that own and operate large volumes of tools, equipment, plant, vehicles, fixed assets and other critical assets. It replaces spreadsheets, paper forms and disconnected systems with a single source of truth that covers asset registers, location tracking, CMMS style maintenance planning, inspections, compliance records and work orders.
Field and office teams use MapTrack’s mobile first app to scan QR codes, complete pre starts and inspections, log defects and update asset information in real time. QR and barcode labels, Bluetooth Low Energy beacons and GPS devices provide flexible options for tracking assets based on value, risk and mobility. Maintenance and safety teams configure digital checklists, preventive maintenance schedules and workflows that automatically create tasks and alerts when work is due or issues are found, including for fixed assets and safety equipment such as fire extinguishers and eye wash stations.
By bringing asset tracking software, maintenance management, safety and compliance into one platform, MapTrack helps organisations reduce tool loss, avoid unplanned downtime, simplify audits and improve asset utilisation across sites and regions. It can replace or sit alongside traditional CMMS, EAM and basic tool tracking systems and integrates with ERP, job management, telematics and BI tools.
Real-world customer testimonials
Verified 5-star reviews from G2 & Capterra from MapTrack Customers (MapTrack is rated 4.8/5 stars on G2 & 4.9/5 stars on Capterra)
Verified review
“MapTrack has completely transformed how we manage our tools, vehicles, and equipment. We've eliminated lost tools, got on top of compliance, and made our field teams more accountable. The mobile app is incredibly easy to use – our team just scans a QR code and they're done. Support has been fantastic, and everything we need including all our forms, docs and servicing is now in one place.”
Specialised Plumbing Drainage & Roofing, Melbourne, Australia
Verified review
MapTrack has become an essential tool in our operations. With digital mobile pre-starts, real-time GPS tracking, asset scheduling, compliance/servicing, document management… we’ve finally got everything we need to track and manage all our equipment in one place. 5/5 stars, easy to use and great value for money.
RIX Group, Sydney, Australia
Verified review
Our investment in MapTrack paid off in a big way when a couple of pieces of test equipment, valued at over $142,000 AUD, were stolen during a break-in at an employee’s home. Thanks to MapTrack, we were able to give police the exact location of the asset, even guiding them over the phone as they executed the search warrant. This led them directly to the equipment, which was recovered within 48 hours.
Mega Electrics
Verified review
MapTrack easily shows us where our equipment is, what project it’s on and who it is assigned to. Support is super helpful.
Verified review
Centralised database has been awesome for easy reporting and was straightforward to configure.
Metrotunnel project (via contractor)
Verified review
Now we know exactly where our gear is and when it needs servicing and inspection – it’s really helped us get control of things.
Hacer Group
Verified review
Overall I couldn't be happier. We finally got everything in one place, MapTrack has been a game changer.
Selected Plumbing
Verified review
Reduced loss, better accountability and clearer asset usage. Awesome system and incredible support.
Piacentini & Son
Verified review
I looked at many other systems, and MapTrack beat them all in every aspect. Can’t fault them.
Concept Tanks
Verified review
Great system and support is second to none. Highly customisable and always releasing new features. 5/5 stars.
DrainTech
Verified review
Great value and system – scheduling, servicing, documents… crew now do everything just by scanning a QR code.
Brown Plumbing & Civil
Verified review
MapTrack has completely transformed how we manage our tools, equipment and fleet.
Specialised Plumbing Drainage & Roofing
Verified review
MapTrack’s a great platform – intuitive for the guys out in the field and it also has fantastic support.
Verified review
MapTrack streamlines tracking and asset servicing across mine shutdowns – simple, reliable, and effective.
Mineral Resources (MinRes)
Verified review
Bloody amazing. We used to spend 1–2 days a week tracking and managing our generators alone.
Saunders International
Verified review
MapTrack has been a game-changer for our asset management. We’re extremely pleased with the results.
Ultra Built
Verified review
Doing monthly site audits in MapTrack has drastically reduced our equipment loss and downtime.
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