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Working in Fleet

Use Beam Machine Fleet to manage equipment records, maintenance schedules, and insurance policies.

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Working in Fleet

This page shows you how to manage equipment, maintenance, and fleet insurance in Beam Machine.

Product: Beam Machine
Module: Fleet
Role: Operator, Asset Controller, Operations Lead, Reviewer
Difficulty: Beginner
Time: 8 minutes first read
Last Updated: 2026-03-10
Version: Current Beam Machine app build in this repo

Before You Start

  • You should know the active entity.
  • You should know whether you are adding equipment, logging maintenance, or checking insurance.
  • Keep ../14-asset-rental-stock-and-fleet.md open if you are learning the full asset movement flow.

What is Fleet?

This module is the operational equipment register. On paper, this would be the list of plant, vehicles, or field equipment plus separate service and insurance files.

In Beam Machine, it lives under Fleet.

When do you use this?

Use this module when:

  • a new equipment item enters service,
  • maintenance is due or completed,
  • insurance needs to be reviewed or updated,
  • or operations wants a clean view of active equipment.

If you skip fleet updates, maintenance and insurance become guesswork.

Where do you find it?

Primary path: Operations -> Fleet
Detailed routes:

  • /dashboard/fleet
  • /dashboard/fleet/equipment
  • /dashboard/fleet/equipment/new
  • /dashboard/fleet/maintenance
  • /dashboard/fleet/insurance

How to work in Fleet

Review the fleet dashboard

  1. Open Fleet.
  2. Review the cards for total assets, maintenance due, and active equipment.
  3. Use these cards to decide whether you need Equipment, Maintenance, or Insurance.

Add or review equipment

  1. Open Fleet -> Equipment Register.
  2. Review the list of equipment.
  3. Open Add Equipment when the asset does not exist yet.
  4. Enter the equipment details accurately.

Review maintenance

  1. Open Fleet -> Maintenance.
  2. Review upcoming and overdue maintenance tasks.
  3. Log the maintenance event when work is completed.

āœ… Checkpoint: You should now know which equipment is overdue, current, or in maintenance state.

Review insurance

  1. Open Fleet -> Insurance.
  2. Review policy records and renewals.
  3. Confirm the right equipment is covered before relying on the record.

Common Questions & Issues

"The equipment is in the business, but not in Fleet"

Why this happens: The physical asset was introduced before the system record was created.

Fix: Add the equipment record immediately and make sure the rest of the team stops working from a side spreadsheet.

"Maintenance says something is overdue, but the work is already done"

Why this happens: The maintenance event was completed in real life but not logged in Beam Machine.

Fix: Update the maintenance record so the system matches reality.

"Where do finance values live?"

Why this happens: Fleet is operational, while cost and depreciation visibility may also live in Fixed Assets.

Fix: Use Fleet for operational control and 10-working-in-fixed-assets.md for the finance-side asset book.

What's Next

Related Pages

SA Compliance Reference

  • Follow your operational safety, insurance, and asset-control policy for this equipment class.

Still Stuck?

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