Asset Tracking Use Cases

Construction businesses have several use cases in common in terms of their equipment utilization and fleet management methods.

In this page you’ll learn how to leverage an equipment tracking system to solve the typical asset tracking use cases that apply to many contractors and improve efficiencies in your everyday handling of your construction equipment.

Equipment Tracking Guide for Vehicles

10 Common Construction Use Cases

Equipment Tracking Systems offer 10 core solutions for common use cases among construction businesses to increase visibility, efficiencies and communication, reduce costs and alleviate key operational pain points.

Construction Equipment Management System Fundamentals


When shopping for an equipment management system for your construction assets, make sure you have your goals defined for each of your use cases first.

Equipment management software systems today come with many bells and whistles, which, while attractive, may not meet or connect with your true needs.

But how do you know what to look for when researching a system that supports your construction use cases?

We are here to cover the fundamentals of a construction equipment management system based on typical construction use cases, so you can align your needs with what is available and are clear on how to leverage the solution you choose to meet your goals.

Align your needs with what equipment management systems are available and leverage the solution you choose to meet your goals.

Fundamental Construction Use Cases

An equipment management solution that is best for a contractor like you should naturally solve for a contractor’s typical use cases at its basic level, or as additional optional functionality based on your needs and priorities.

Since we come from construction, in this article we summarized the top 10 typical equipment-related use cases we and our peers have experienced. Look for the features and functionalities indicated in each of the following use cases when shopping for a solution for each use case.

Anatomy of an Equipment Share Tracking System

1. Asset Database Knowing What You Have

Instead of your filing cabinet, multiple whiteboards at your projects sites and shop, or standalone computer drives, a digital asset database is your single source of truth for what is currently in your fleet. An asset management system can be leveraged as a cloud-based database for all asset records.

In addition to basic asset data points and records (including make/model, purchase information, insurance, etc.) digitizing your asset database in an equipment management system automates data updates like engine hours or miles, and maintenance records that would otherwise need to be done manually on paper and logged later. A well organized and easy-to-use database is at the root of any effective equipment management system.

fundamentals asset database

Features and functionality to look for:

2. Location Tracking Knowing Where Everything Is

As this goes along with knowing what you have, most companies struggle to know where their stuff is. An equipment management system that is best for construction can track all of the types of assets in a construction fleet from heavy equipment to mid-sized assets and machines, to heavy trucks and vehicles, to small tools, materials, parts and attachments.

It must include hardware that can pull data specific to that asset type and send it to your equipment management platform to interpret in ways that are meaningful and relevant to construction businesses. Mobile apps help maintain this visibility on and offsite.

Its beneficial and most efficient for contractors to track all of their construction related assets on a single system vs. multiple separate, redundant systems and is better for cost control and total visibility.

fundamentals location tracking

Features and functionality to look for:

3. Overall Equipment and Field Management

In addition to knowing where your stuff is, you also need to coordinate and communicate equipment use across operations and teams. An equipment management system best for construction provides total visibility across all of your construction operations. That includes projects as well as your shops, yards, offices and anywhere across the map that your assets may travel to.

Among its many features that interpret data about your equipment, an effective management system works for your entire team from your owners and executives, to your equipment manager, to your project managers and supers to your crews in the field. The system should provide notifications for appropriate visibility based on user roles and permissions and offer timely alerts for improved response times to urgent needs. It should consolidate analytics and data to easily report on insights that can be applied to improve operations and decisions.

fundamentals equipment management

Features and functionality to look for:

4. Asset and Project Utilization

One key to effective equipment management is knowing how your machines are utilized. An equipment management system that is best for construction should pull telematics data from your asset’s engine to help the contractor understand how each vehicle or piece of equipment has been used over time. It should allow you to customize thresholds that help visualize when your assets are under utilized based on metrics that are specific to the size of your fleet and your current workload.

These insights can help a contractor benchmark what their forecasted or expected utilization should be based on previous data and indicates when those forecasts are missed or exceeded. This can also help shape accurate billing rates.

fundamentals utilization

Features and functionality to look for:

5. Cost Effective Equipment Maintenance

One of the most frustrating things to happen in the field is when equipment breaks down and delays productivity. There is just no reason for it. Equipment is required to stay in safe and working condition to support a construction business’ operations. An equipment management system best for construction includes scheduling of recurring preventive maintenance with customized thresholds, triggers and indicators and specified services that fit into your business’ existing maintenance routines. It should also include mobile accessibility with voice memos and on-the-go submission capabilities for ease and efficiency.

This feature optimizes work for mechanics and improves communication between the shop and the field to keep assets up and running and keep projects outfitted with the resources they need when they need them. It also ensures that assets are kept in tip-top shape to extend their lifespan and reduce owning and operating costs.

fundamentals cost effective maintenance

Features and functionality to look for:

6. Requests and Reservations Resource Allocation Management

Often times job sites wrestle over who needs the equipment more and for how long, hoard assets on their sites that they don’t currently need or conflict with preventive maintenance needs. Because physical assets are required to complete work, an equipment management system that is best for construction should provide a mechanism for teams to request and reserve assets that they need to support their scopes.

Request and reservation tools help field teams schedule their asset needs and share resources across sites, and help shop teams coordinate critical maintenance or repair activities with project needs.

fundamentals reservations

Features and functionality to look for:

7. Total Cost of Ownership

Contractors want to know how much it’s costing them to own and operate their equipment. Construction is an asset intensive business and equipment is one of their biggest investments and cost centers. Between initial investment costs, over or under utilization, maintenance and repair costs, revenue generated from the use and rentals of assets, and depreciation, contractors want data that gives them the ability to easily draw conclusions on how much their assets are costing them.

Knowing this information gives insights that better inform on when it makes better sense to own vs. rent and know when it’s time to unload an asset that is costing more than its working for the business.

fundamentals cost ownership

Features and functionality to look for:

8. Job Costing Knowing and Controlling Project Costs

A major part of operating a successful construction business is controlling costs at the job level to maximize margins and overall profits. In addition to labor, contractors need to track equipment costs for each job, including billing rates, external rental revenue, external rental costs, purchasing costs, repairs and service costs, and more.

An equipment management system should be able to accurately capture and deliver these costs for each project based on site activity, automations, calculations, and accurate record keeping.

fundamentals job costing

Features and functionality to look for:

Contractors often already use construction software in other areas of their business, such as accounting, estimating and scheduling. The best equipment management solution should be able to talk to other software systems to share data and optimally support all areas of the business. In addition, contractors may have OEM telematic systems ties into equipment manufactured by Komatsu, John Deere or Caterpillar.

Having multiple systems can conflict with their effort to consolidate data for all their assets into a single equipment management platform. By using an equipment management system that can integrate with these manufacturers’ systems, they can incorporate and co-mingle this third-party data with the rest of their assets to gain visibility and comprehensive data about their entire fleet on a single platform.

fundamentals integration 1

Features and functionality to look for:

10. Theft Prevention

Contractors can lose up to 10% of their fleet each year due to internal theft. Much of this loss does not get recovered. An optimal equipment management system that is best for construction allows contractors to trace automated geofences around their site locations to monitor for asset entry and exit events. Configuring notifications during specific time frames helps identify potential instances of theft when equipment is moving during unauthorized hours.

This visibility aids contractors in their overall equipment, field and project management and helps reinforce asset location and movement activity. It also gives owners the confidence that equipment is always accounted for, and their investments in their expensive mixed fleet assets are protected.

fundamentals theft prevention

Features and functionality to look for:


When you are looking for solutions for your specific needs, you can leverage a technology system to generate the data you need to bring you closer to achieving your goals and benefit from the value that these systems offer your business.

Construction equipment management systems built for contractors include features and functionality designed to fulfill these unique use cases. Identifying the appropriate solutions up front will help you feel confident that you are partnering with the best system and provider for your needs.

Construction businesses lose up to 10% of their inventory each year. With mixed assets spread across multiple project sites, its easy for assets to get left behind.

Construction equipment platforms help you manage everything from heavy equipment to handheld tools.

Skip the complicated, manual data entry with a variety of automated trackers, a simple mobile app and an intuitive web interface you can use from anywhere.

Asset Library

Asset Library

A simple, easy-to-use asset database helps you efficiently track and manage your assets. Categorize and search for asset details by project, group, location, category, assignee and more.
Sites and Groups

Sites and Groups

Find your assets on a map and see where they have been. Monitor assets on a current site and those on the move. Group assets together and be notified if one gets left behind.


IoT trackers connect your assets to the platform so you can see where they are at all times. Choose from autonomous or manual devices to keep asset data flowing into your system for total visibility.

Equipment Management Solution

Do you struggle to see and manage your mixed assets across your operations? Construction technology platforms are designed to let you Know More, Control More and Make More so you can stay connected to your assets, maximize your operations and resources and grow your business.

An equipment management solution will simplify your equipment fleet management from the field to the shop to the office and anywhere in between. View your assets in an organized asset library, study asset and site utilization and manage requests between job sites seamlessly, keeping your team connected.

Asset Library

Asset Library

A well-organized and easy-to-use asset database is at the root of an efficient equipment management system. Categorize and search for asset details by project, group, location, category and more, and report out on your data.


A well-organized and easy-to-use asset database is at the root of an efficient equipment management system. Categorize and search for asset details by project, group, location, category and more, and report out on your data.
Sites and Geofences

Sites and Geofences

Share assets across your sites so your team has the resources they need. See what assets are currently on which projects, yards or offices, and draw geofence boundaries around precise site locations you want to monitor.

Features and functionality to look for:

Use Cases