Every geyser, pump and gate motor on the scheme, on record
A QR tag on the equipment itself, holding what it is, who fitted it, when it was last serviced and what is still under warranty. Trustees change. The register does not.
Ridge Plumbing
Installed by Ridge Plumbing
Electric geyser
Kwikot 150L
- Capacity
- 150 L · 3 kW
- Location
- Roof space
- Installed
- 12 Nov 2025
- Warranty to
- 12 Nov 2030
Next service
12 Nov 2026
Service history
Installation
12 Nov 2025
IP-DEMO-01
Sound familiar?
What happens to a building's records
The handover is a shoebox
Trustees change every year or two. What the last lot knew about the geysers, the pumps and the gate motors leaves with them, and the new trustees start from invoices in a Dropbox folder.
Nobody knows what is still under warranty
A five year geyser warranty is worth thousands, and it is worth nothing if you cannot prove the install date or find the certificate when it bursts.
The contractor who fitted it is a mystery
The pump fails on a Sunday. Three phone calls later you still do not know who installed it, what model it is, or whether anyone has serviced it since.
What you end up with
An asset register built as the work happens
It is built by whoever is doing the work, standing at the unit, and it stays current as long as they scan the tag and log what they did. That is the one habit a scheme has to hold, and it is the difference between this and the spreadsheet it replaces.
One register for the whole scheme
Every geyser, pump, gate motor, fire extinguisher and aircon on the common property, with its make, model, serial and where it is.
Warranty dates you can prove
Install date, warranty end and the certificate attached to the unit, not filed in somebody's inbox.
A service history per unit
Who came out, when, and what they did, added in a minute on site by whoever did the work.
A tag on the plant itself
The record lives on the equipment. Whoever is standing in the plant room scans it and sees everything.
A handover you do yourselves
New trustees or a new managing agent inherit the whole register instead of a folder of invoices. Add the incoming person as an owner, then step yourself down. No export, no email to us, and the account can never be left without an owner.
Compliance documents in one place
CoCs, fire equipment certificates and inspection reports attached to the unit they belong to.
Units
Grouped by siteOak Manor, Block A
18 units · common propertyFire extinguisher
9kg DCP · Stairwell B
Common property
Service 14 Nov 2026
Gate motor
Centurion D5 Evo · Main gate
Common property
Service 2 Mar 2027
Pressure pump
Grundfos · Plant room
Common property
Service 9 Jan 2027
Electric geyser
Kwikot 150L · Unit 14
Unit 14
Overdue since Aug
Every unit on the scheme, grouped by the building it sits in.
One line per thing the scheme owns, built by whoever serviced it last rather than typed up by a trustee afterwards.
Who it is for
Three people, one register
Trustees
You carry the duty to maintain common property. This is the evidence that you did, and the reason the next lot will not start from nothing.
Managing agents
One account per scheme, so a question about a geyser is answered from your desk instead of a site visit. Several schemes under one login is the conversation at the bottom of this page.
Maintenance managers
Walk the plant room, scan what you are looking at, log the service on the spot. No job cards to type up afterwards.
Why it matters
What the register is evidence for
Trustees and agents already carry these duties. A register does not discharge any of them, it is the record underneath them.
The ten year plan
Prescribed management rule 22 under the Sectional Titles Schemes Management Act requires trustees to keep a written maintenance, repair and replacement plan covering major capital items over ten years, with each item's condition, when it is due for replacement and what that will cost. A register of what is installed, how old it is and when it was last serviced is the evidence that plan is built on.
Certificates that expire
Electrical compliance certificates, gas certificates, electric fence certificates and fire equipment service records all carry dates. Attached to the unit they belong to, they stop being a folder somebody has to remember.
The handover
Trustees rotate and managing agents change. The register stays with the building, so whoever comes next inherits what is installed and when it was last touched.
Reserve fund conversations
Age and service history per unit make replacement budgeting an argument from evidence rather than a guess about what is left in a pump.
This is general information and not legal or financial advice. InstallPass does not produce your maintenance plan, file anything on your behalf or make a scheme compliant. Confirm what your scheme has to keep with your managing agent or your attorney.
How it goes in
Walk the building once with a sheet of tags. Stick one on each unit, snap the rating plate, and the register builds itself as you go.
A 60 unit scheme is an afternoon. After that it is one scan whenever anybody touches anything.
One scheme runs on an ordinary plan: Starter covers 50 active units and Pro 250, and you print the tags yourself on either. A bigger portfolio, talk to us. See pricing.
Questions
What trustees and agents ask
Running more than one scheme?
Tell us what you look after
A single scheme can start on a normal plan today. A portfolio that needs a register per scheme under one login is a conversation rather than a plan you can buy yet, so tell us what you run and we will work out what fits.
One scheme? Create a scheme account and try it free for 14 days, no card needed.
From the blog
Guides for installers who want repeat work
What one repeat call-out is worth: the numbers behind service work
A new install is a one-off. The services that follow it are not. Here is how to work out what a customer who keeps calling you is actually worth.
Security and CCTV installers: turning alarm and camera installs into service work
Alarm batteries go flat, recorder drives fill up and cameras drift out of focus. Here is how to make sure the call comes to you when they do.
A home equipment register: what to keep for your geyser, inverter and gate motor
Every house has a handful of units that need servicing, carry a warranty and come up when you sell. Here is what to keep for each, and where to keep it.
In their words
What installers say about it
The same story in every trade: a tag that stays on the unit is what brings the next job back to the person who fitted it, years after the invoice was paid.
Three geysers I fitted in 2023 came back to me this winter instead of going to whoever was cheapest on Google. The tag was still on the pipe and they scanned it.
The rating plate photo doing the typing is the part my guys actually use. Before this, half the job cards came back with the serial number missing.
A customer phoned about a warranty claim from two years ago. I had the certificate of compliance and the install date on screen before she finished the sentence.
Every install, on record.
Start your free trial and tag your first unit today. Fourteen days of every Pro feature, on real installs. If the bookings do not come back, you have lost nothing but an afternoon.
No card needed · 10 free self-print tags