Free Equipment Schedule Templates: Learn Maintenance, Replacement, Calibration, and More

Smartsheet Contributor Kate Eby

January 20, 2021

In this article, we’ve compiled the most useful free equipment schedule templates for maintenance, replacement, calibration, and more, including customizable templates for project managers, supervisors, architects, and engineers.

Included on this page, you'll find many helpful equipment schedule templates, including a simple equipment maintenance schedule template and an equipment inventory and depreciation schedule template. You’ll also find best practices for filling out an equipment schedule template.

Simple Equipment Maintenance Schedule Template

Simple Equipment Maintenance Schedule Template

Use this simple equipment maintenance schedule template to keep your equipment-schedule records up to date and ensure that your projects run on time. Enter the name of each individual piece of equipment, the model number, the serial number (if applicable), the date for its maintenance work, the frequency for maintenance, the service engineer’s name, and the status. This customizable template is available in Excel and Word as an individual equipment maintenance template and as a Google Sheets and Docs template that you can easily save to your Google Drive. 

Download Simple Equipment Maintenance Schedule Template

Excel | Word | Google Sheets | Google Docs | Smartsheet 

For more on asset management, see “The Modernization of Enterprise Asset Management.”

Machine Maintenance Schedule Template

Machine Maintenance Schedule Template

This machine-specific equipment maintenance schedule template is designed for teams that need to proactively schedule and track every aspect of their machines’ maintenance scheduling. 

Simply enter each machine’s condition, name, location, last maintenance date, next maintenance date, maintenance cadence (frequency of maintenance), assigned machine tech, and any relevant notes. Use this all-in-one machine maintenance schedule template to keep team members and managers up to date on the machine-maintenance lifecycle and enable them to keep machines running smoothly for maximum productivity.  

Download Machine Maintenance Schedule Template

Excel | Word | Google Sheets | Google Docs | Smartsheet

For more on how Smartsheet syncs with equipment maintenance schedules, see “Create an Excel Schedule Template in Minutes.”

Equipment Inventory and Depreciation Schedule Template

Equipment Inventory and Depreciation Schedule Template

Use this equipment inventory and depreciation schedule template to keep tabs on your equipment’s productivity, expected lifespan, and maintenance schedule in order to ensure accurate equipment inventory. 

This template comes pre-built with columns for a piece of equipment’s name and serial number, condition, description, location, assigned to, vendor, purchase date, expected life (in years), and expected asset end date. Use this tool to keep all of your stakeholders apprised of the complete equipment inventory and individual depreciation schedules. In doing so, you’ll also thoroughly account for your equipment and maintain a proactive maintenance schedule and contingency plan for equipment replacement. 

Download Equipment Inventory and Depreciation Schedule Template

Excel | Google Sheets | Smartsheet

Office Equipment Maintenance Schedule Template

Office Equipment Maintenance Schedule Template

Schedule maintenance for your office-specific equipment with this streamlined office equipment maintenance schedule template. For easy tracking, use this template’s pre-built columns to list a piece of office equipment’s name, serial number, frequency (of maintenance), service provider, and status. 

When you need to provide team members, managers, or vendors with equipment-maintenance details, use this easy-to-fill office equipment maintenance schedule template to ensure that you keep your office’s equipment fully serviced and operational. 

Download Office Equipment Maintenance Schedule Template

Excel | Google Sheets | Smartsheet

Gym Equipment Maintenance Schedule Template

Gym Equipment Maintenance Schedule Template

This template is designed to ensure that you maintain your gym equipment in a proactive and timely manner. For each piece of equipment, enter the name, model and serial numbers, frequency of maintenance, service engineer’s name, and status. 

Keep all gym staff (operations managers, fitness instructors, personal trainers, maintenance personnel, service technicians, and front desk staff) in the loop regarding necessary equipment maintenance scheduling with this easy-to-fill gym equipment maintenance schedule template. 

Download Gym Equipment Maintenance Schedule Template

Excel | Google Sheets | Smartsheet

Kitchen Equipment Maintenance Schedule Template

Kitchen Equipment Maintenance Schedule Template

This kitchen equipment-specific maintenance schedule template is the perfect tool to keep your restaurant staff apprised of necessary equipment-maintenance scheduling. Ensure that all collaborators (chefs, kitchen porters, servers, managers, etc.) are up to date on the status of your kitchen’s equipment maintenance with this easy-to-share kitchen equipment maintenance schedule template. 

Download Kitchen Equipment Maintenance Schedule Template

Excel | Google Sheets | Smartsheet

Heavy Equipment Maintenance Schedule Template

Heavy Equipment Maintenance Schedule Template

Use this heavy equipment maintenance schedule template to proactively schedule maintenance for your equipment and keep tabs on successive maintenance. Enter each piece of equipment’s name, brand, model and serial numbers, frequency of maintenance, service engineer, and status. 

Use this comprehensive maintenance schedule template to keep your shop or site’s projects running smoothly. This all-in-one tool keeps project managers and other team members apprised of any equipment or service updates, and also gives staff members the ability to meet project deadlines. 

Download Heavy Equipment Maintenance Schedule Template

Excel | Google Sheets | Smartsheet

Mechanical Equipment Maintenance Schedule Template

Mechanical Equipment Schedule Template

Plan and track the progress of your scheduled equipment maintenance, replacement, or calibration with this easy-to-fill mechanical equipment schedule template. Enter each piece of equipment’s name, serial number, frequency of maintenance, service engineer name, and status. 

This tool enables you to enter all of your equipment row by row and organize the scheduling of your equipment’s upkeep into manageable tasks. This template will help to ensure that your equipment is serviced and operational, so you can easily provide co-workers, management, or service vendors with equipment-maintenance details. 

Download Mechanical Equipment Maintenance Schedule Template

Excel | Google Sheets | Smartsheet

Equipment Schedule Template

Equipment Schedule Template

Use this equipment schedule template to successfully schedule anything equipment related, from maintenance to partial or complete replacement or recalibration. This completely customizable template comes pre-filled with equipment task, location, stage, operator, start date, and end date columns. 

Given this tool’s design, you can divide all of your equipment-specific scheduling into tasks on the basis of location and type of activity. With this template, you can easily assess when to schedule maintenance, replacement, or calibration for a piece of equipment, and also proactively keep tabs on that piece of equipment’s optimization. 

Download Equipment Schedule Template 

Excel | Google Sheets | Smartsheet

For more details on how to create an equipment schedule in Smarsheet, visit this Equipment Schedule Template.

The Importance of Equipment Schedules

In order for your organization to succeed, you need the right equipment to get the job done. You also need a plan for your equipment (including its purchase, maintenance, calibration, and eventual replacement) in order to keep your operations running smoothly. A comprehensive equipment schedule is crucial to an organization’s success, as it allows you to schedule and track the progress of your equipment’s optimization. 

In brief, an equipment schedule allows you to organize your equipment-care projects into individual work items and assign these tasks to specific team members or vendors. An equipment schedule also enables you to schedule (and track the status of) all phases of your equipment’s lifespan, so you can use your equipment when necessary to reach successful project completion. 

Your organization should have a single-source method to schedule and track an individual piece of equipment’s maintenance or replacement, so all team members can reference it easily. An equipment schedule template allows you to enter a piece of equipment’s details, model and serial numbers, frequency of service, service engineer, and status, so anyone can see the last and next dates of service. Without the ability to schedule equipment care, repair, and replacement, your projects might fall behind schedule, which can lead to missed milestones and deadlines. 

Whether you’re monitoring equipment at a residence, office, school, construction site, shop, or kitchen, an equipment schedule template allows you to customize your equipment scheduling, so you can deliver on time, within your allotted equipment budget, and to your clients’ satisfaction.

Best Practices for Filling Out an Equipment Schedule Template

The real backbone of any organization is the reliability of its equipment. To ensure your projects are successful, you must optimize your tools for timely, top-flight delivery. But, what is the best way to schedule and track the upkeep of your various pieces of equipment? And, how do you ensure that your customers can rely on you for timely, high-quality products and services? 

An equipment schedule helps to guarantee that your equipment will be ready and serviceable when needed. If you can accurately track and account for all equipment maintenance, replacement, calibration, and optimization, you’ll never let down your team or customer base. 

Regardless of the kind of equipment you are using, you’ll need a dependable solution for listing it, scheduling its upkeep or replacement, and checking on the status of its service. Using an equipment schedule template will ensure that your equipment is functioning optimally to assist you in completing projects. 

Once you’ve downloaded an equipment schedule template in your preferred format, fill in the following fields: 

  • Name of Equipment: Enter the name of the particular piece of equipment. 
  • Location: Enter the location for the piece of equipment. 
  • Company: Enter the name of the company using or servicing the equipment (if applicable). 
  • Model Number: Enter the unique model number for the piece of equipment. 
  • Serial Number: Enter the unique serial number for the piece of equipment. 
  • Date: Enter the date for the piece of equipment’s maintenance, calibration, or replacement. 
  • Frequency: Enter the frequency of service for the piece of equipment. 
  • Last Maintenance: Enter the last date of maintenance for the piece of equipment.  
  • Next Maintenance: Enter the next scheduled maintenance date for the piece of equipment. 
  • Service Engineer Name: Enter the name of the service engineer working on the piece of equipment. 
  • Status: Enter the maintenance, calibration, or replacement status of the piece of equipment. 
  • Description: Enter any notes related to the piece of equipment and its care.

Effectively Monitor and Manage Your Equipment and Processes with Real-Time Work Management in Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

 

 

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