Compliance evidence that lives with the asset
Pre-starts, inspections and certificates attached to every asset. No scattered paper or folders - evidence is in one place so you're audit-ready. Field teams complete checks on mobile; you run reports and prove compliance when it matters.
Trusted by construction, civil and mining teams
From forms to proof. One source of truth
Attach pre-starts, inspections and checklists to asset types. Complete in the field, store certificates on the asset, and run reports for auditors. No more scattered files or emails.
Pre-starts & inspections
Define checklists per asset type. Use AI-assisted form creation or templates. Field teams complete and sign off on mobile or tablet.
Explore pre-starts →Forms & checklists
Build custom forms with logic and attachments. Photos and notes attach to the asset record. One place for all compliance evidence.
Explore →Inspection to work order
When a pre-start or form flags a defect, create a work order linked to the asset. Track to resolution in the same platform.
Explore →Form evidence
Compliance evidence attached to every asset
Every completed form, inspection result and sign-off lives on the asset record. Photos, notes and timestamps provide audit-ready evidence you can pull up for audits at any time. No hunting through emails or shared drives.
Explore forms & checklists →Pre-start compliance
Pre-start results with full evidence trail
Pre-start results are timestamped and signed by the operator. Failures flag defects with photos and notes. You can see pass/fail history and create work orders from failed items to close the loop.
Explore pre-start inspections →Stay ahead of compliance
Attach forms to asset types
Define pre-starts and inspections per asset type. AI-assisted form creation or templates speed setup.
Explore attach forms to asset types →Complete in the field
Field teams complete checks on mobile or tablet. Sign-offs and timestamps recorded; photos and notes on the asset.
Explore complete in the field →Certificates and evidence
Upload certificates, PDFs and documents to the asset. Expiry and renewal visibility. Everything linked for audits.
Explore certificates and evidence →Report and prove
Run reports by asset, site or type. Export for auditors. Bulk views of what's due or overdue.
Explore report and prove →Why compliance belongs in your asset platform
Compliance requirements across industries
Under the Australian WHS Act, every Person Conducting a Business or Undertaking (PCBU) must ensure plant and equipment is regularly inspected, maintained and safe to operate. The specific obligations vary by industry, but the core requirement is the same: demonstrate that you manage risk and keep records to prove it.
Construction
SafeWork codes of practice require pre-start inspections, plant registration and operator competency records for all machinery on site. Non-compliance penalties under the model WHS Act can reach $3 million for body corporates. Digital compliance tracking replaces paper logbooks and ensures nothing is missed between shifts. Learn more about construction compliance.
Mining
State resources and mining safety regulations mandate equipment inspection registers, risk assessments and maintenance records for all plant and mobile equipment. Mines inspectors expect documented evidence of scheduled servicing and defect rectification. Centralising these records per asset eliminates the filing cabinet problem. Learn more about mining compliance.
Healthcare
TGA-regulated medical devices need calibration tracking, servicing records and recall management. NATA accreditation requires demonstrable instrument traceability, meaning every piece of equipment must have a verifiable service and calibration history. Storing this at the asset level simplifies audits significantly. Learn more about healthcare compliance.
Oil and gas
Pressure Systems Safety Regulations (PSSR) require documented inspection and maintenance of pressure vessels, lifting gear and safety-critical equipment. Operators need to prove that inspection schedules are followed and that any defects are rectified before equipment returns to service. Learn more about oil and gas compliance.
Facilities management
Building compliance codes require fire safety equipment inspection schedules, HVAC maintenance logs and emergency system testing records. Essential safety measures reports must be submitted annually, and missing a scheduled inspection can void insurance coverage. Learn more about facilities compliance.
Why spreadsheets fail at compliance tracking
Missed inspection dates. Spreadsheets have no built-in reminders. When an inspection is due, nobody gets notified. By the time someone checks the sheet, the deadline has already passed and the asset is non-compliant.
No photo evidence or geolocation proof. A spreadsheet cell can hold text, but it cannot capture a timestamped photo at the point of work or record GPS coordinates proving the inspection happened on site. Auditors increasingly expect this level of evidence.
Manual entry errors and version control issues. Copy-paste mistakes, outdated file versions and conflicting edits across teams create compliance gaps that are invisible until an auditor finds them. There is no reliable audit trail showing who changed what and when.
Audit preparation takes days instead of seconds. Pulling together compliance evidence from multiple spreadsheets, email threads and shared drives is a manual process that can take days. With a digital compliance platform, you filter by asset, site or date range and export a report in seconds.
No real-time visibility across sites or teams. When compliance data lives in spreadsheets, managers have no way to see which assets are overdue for inspection right now. Issues only surface when someone manually consolidates the data, which is always too late.
If your team is still tracking compliance in spreadsheets, start a free 30-day trial of MapTrack and see the difference a purpose-built platform makes.
Compliance tracking that proves readiness
Full access to every feature. Per-asset pricing with unlimited users.
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Resources to improve your compliance
Frequently asked questions
- Can we use our existing inspection forms?
- You can replicate your forms in MapTrack or use AI-assisted form creation to speed setup. Fields, logic and attachments are supported.
- Is compliance data available for auditors?
- Yes. Evidence, sign-offs and documents are stored per asset. You can run reports and export data for external audits.
- Does it work offline?
- MapTrack is designed for field use with offline support so field teams can complete checks in low-connectivity areas. Data syncs when back online.
- Can failed pre-starts create work orders?
- Yes. When a pre-start or inspection flags a defect or failure, you can create a work order linked to that asset. The loop from find to fix stays in one platform.
- What does WHS compliance software do?
- WHS compliance software automates inspections, incident tracking, corrective actions and audit trails so your organisation meets its obligations under the Australian WHS Act. As a PCBU, you need to demonstrate that plant and equipment are regularly inspected and maintained. MapTrack centralises this by attaching inspection results, certificates and corrective actions directly to each asset record.
- How do compliance audit trails work in MapTrack?
- Every inspection, service event and form submission in MapTrack is timestamped, geotagged and attached to the specific asset. This creates a continuous, tamper-resistant evidence chain that auditors and regulators can review. You can filter by asset, site, date range or inspection type to produce defensible reports on demand.
- What compliance records should we keep for each asset?
- Key records include pre-start inspections, service history, calibration certificates, test and tag results, operator competency sign-offs, and insurance or registration documents. Storing these at the asset level, rather than in site-level folders, means you can trace the full compliance history of any individual piece of equipment instantly.
- Can MapTrack replace spreadsheet-based compliance tracking?
- Yes. Spreadsheets create compliance gaps because dates get missed, there is no photo evidence, no audit trail and manual data entry introduces errors. MapTrack automates reminders for upcoming inspections, captures evidence at the point of work via mobile, and generates audit-ready reports without manual consolidation.
- How long does it take to set up compliance tracking?
- Most teams are tracking within a day. Import your existing asset register via CSV, configure inspection templates from the built-in library or create custom ones, print QR labels, and field teams start scanning. No coding or IT involvement is required.
- Which industries need asset compliance tracking?
- Construction, mining, oil and gas, healthcare, facilities management, HVAC, electrical, plumbing and fleet operations all benefit from digital compliance tracking. Any industry with regulatory inspection requirements under frameworks like the WHS Act, EPA regulations, TGA standards or NATA accreditation can reduce risk and save time by moving from paper to a digital compliance platform.
Ready-to-use compliance templates
Download free PDF-ready templates. No sign-up required.
Stay audit-ready year round
Join teams keeping compliance attached to every asset on MapTrack.
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- Cancel anytime