Keep the workshop running, not the paperwork.

Why workshop maintenance is hard to keep on top of

A small workshop runs on a mix of fixed machinery, hand tools, PPE, consumables and a few critical pieces of kit (the compressor, the extraction system, the lift) that quietly cause chaos when they fail. Most owners don't lack discipline — they lack one shared place where every machine, check and document lives. This guide explains how to organise that work in Ample Control.

Who needs this

• Mechanical, MOT and automotive workshops
• Joinery, cabinetry and woodworking shops
• Metal fabrication and welding workshops
• Bike, motorbike and small engine workshops
• Maker spaces and small production workshops
• Property maintenance and small contractor workshops

What usually goes wrong

• The compressor fails on a Tuesday and nobody can remember the last service.
• Extraction filters change "when someone notices" rather than on a schedule.
• LOLER inspections drift past the due date because the reminder lived in one person's calendar.
• Torque wrenches and gauges are used long after they should have been calibrated.
• PPE issue is tracked on a paper sheet that nobody updates after the first month.
• Breakdown notes are verbal — what was actually done last time is anyone's guess.

What you should be tracking

• Fixed machinery: lathes, mills, saws, presses, grinders, MOT bays, vehicle lifts.
• Hand and power tools: drills, impact drivers, sanders, batteries and chargers.
• Compressors and extraction: filters, hoses, drain checks, service intervals.
• Lifting equipment: hoists, chains, slings, jacks and stands — with inspection dates.
• Calibrated tools: torque wrenches, gauges, meters and test equipment.
• PPE: issued items per person, replacement dates, RPE face fit records.
• Service logs and breakdown notes: what was done, parts used, by whom.
• Inspection records: PAT, LOLER, PUWER, electrical and pressure-system checks.
• Downtime: how long each machine has been out of service.
• Recurring checks: daily start-up, weekly housekeeping, monthly deeper checks.

How Ample Control helps

Every machine and tool is its own asset with photos, manuals, service history and reminders. Inspections (PAT, LOLER, PUWER references) become scheduled tasks with documents attached. The dashboard surfaces what is overdue, what is due in the next 30 days and what is currently broken — without anyone having to open a spreadsheet. See asset tracking and maintenance reminders.

A step-by-step workflow

1. List every machine and significant tool with make, model, serial and location.
2. Set intervals — PAT, LOLER, calibration, filter changes, deeper services.
3. Print QR tags for the workshop floor.
4. Define daily and weekly checklists — start-up, housekeeping, extraction drain.
5. Train the team to log faults via QR — scan, mark out of service, add a photo.
6. Review the dashboard each Monday — overdue, due-soon, open faults.
7. Export records for insurers, accountants or HSE follow-ups.

Example records

• Vehicle lift #1 — annual LOLER thorough examination, certificate stored, reminder set
• Compressor — service every 6 months, filters changed every 3, drain weekly
• Extraction system — filter change every 90 days with photo evidence
• Torque wrench (1/2") — calibration annually, certificate attached
• Bench grinder — PAT annually, guard check weekly
• RPE mask — face fit per person, recorded with date and tester

Suggested reminder and checklist setup

• "Daily start-up" — opening checklist for machine status, extraction, PPE supply
• "Weekly housekeeping" — guards, e-stops, drain, clear walkways
• "Monthly machine check" — per machine, with photo evidence
• "Annual PAT" — per electrical asset
• "LOLER inspection" — per lifting item, with 60 and 14 day alerts

How mobile access helps

The workshop floor is not a desk. The mobile app lets technicians log faults, complete checks and add photos with gloves on, in a noisy bay. No app store install needed.

How QR codes help

A QR tag on each machine opens its history and checks in one tap. See QR codes.

How document storage helps

Manuals, service reports, calibration and inspection certificates live against the asset. When an inspector or insurer asks, you produce a clean PDF in seconds. See document storage and exports.

How team roles help

Owners and supervisors see everything. Technicians see their bay and their machines. External engineers can be given limited access to upload a single service report. See team roles.

Related

• Workshops industry overview
• Vehicle fleets
• Vehicle checks
• Certificate renewal tracking

Want to see the maintenance savings? Try the maintenance cost savings calculator or jump to pricing.