Assets Not Safe to Operate
These assets failed a safety check and must not be used until the fault is fixed and someone marks it resolved.
A live snapshot of the whole fleet -- these numbers update in real time as job cards, fuel logs and parts requests are entered elsewhere in the app.
Share of the fleet available to run right now.
Work in progress
Performance and cost
Immediate Action Required
Upcoming Scheduled Maintenance
Repair Cost Trend (Last 6 Months)
Top Problem Assets (Last 90 Days)
Live Fleet Forecast
Update your meter readings regularly -- this forecast is only as accurate as your last entry!
Every asset ranked by how soon its next service is due, grouped by equipment type -- use this to plan ahead instead of reacting to alerts.
Pre-Start Checks
Daily inspection checklist an operator completes before using an asset. Any defect logged here shows up on the Dashboard and that asset's history.
| Date | Asset | Operator | Meter Reading | Status | Issues | Actions |
|---|
Calendar view of scheduled maintenance and job cards by date -- click a day to see what's due, or to jump straight to logging a service.
Month Year
Daily Meeting
A single-page summary of open jobs, safety items and pre-start defects -- run your daily toolbox meeting from this and print it as a handout.
Active Repairs & Job Cards
Every job card, from a quick breakdown fix through to a full Root Cause Analysis. Open a card and click "Request Parts" if you need something from stores.
Maintenance History
Every completed job card, grouped by asset. Click an asset to expand its history. Use this instead of Workshop & RCA once a job card is closed out.
Initiatives
Group-wide — all sitesIn-house engineering and cost-saving initiatives -- non-OEM parts, in-house fabrication, and process improvements. Link each one to an asset to track what it saved versus the OEM/quoted cost.
Asset Master List
The master list of every vehicle and piece of equipment: service intervals, PM schedule and full maintenance history for each one.
| Asset ID | Status | Make & Model | Serial / VIN | Location | Actions |
|---|
Tyres
Every casing you own, where it is fitted, how much tread is left and what it has cost per kilometre. Tread readings build a history, so a tyre wearing faster than its pair shows up before it strands a truck.
| Serial | Brand / Size | Status | Fitted to | Tread | KM run | Cost / 1,000 km |
|---|
No tyres recorded yet
Add a casing to start tracking tread and cost per kilometre.
Fluids
Oil, coolant and hydraulic consumption between services. A vehicle that has always used half a litre per 1,000 km and starts using three is telling you about its engine months before it strands a load.
Fuel Tracking
Track fuel tank levels, log fill-ups and deliveries, and get a yellow/red warning here and on the Dashboard before a tank runs dry.
Fuel spend
What you are paying per litre, and where it is going.
Price per litre
Litres by vehicle
Fuel Log History
| Date | Tank | Type | Details | Litres | Balance After | Filled By | Actions |
|---|
Parts Requests & RFQs
The full process, stage by stage: a request comes in (emailed to stores), stores picks which suppliers to quote and sends the RFQ, the quotes that come back are recorded and compared side by side, the winner is picked and approved, that quote is turned into a purchase order and printed for the supplier, and finally the parts are marked received into stock. Use the stage tabs below to see exactly what's sitting at each step.
Suppliers
Every supplier you order parts from -- contact details, typical lead time, and which parts they supply.
A live snapshot of stock, purchasing and reorder activity -- these numbers update in real time as parts are issued, ordered and received.
Parts in Catalog
0
Low Stock Items
0
Reorder Due Soon
0
Critical Spares Low
0
Open Requests
0
Spend This Month
฿0
Active Suppliers
0
Reorder Alerts
Recent Goods Issues
Inventory
Your parts catalog with stock-on-hand per location. Items at or below their reorder point are flagged for reordering.
Goods Issue
The digital Goods Issue Note. Stock is deducted immediately, low stock is flagged automatically, and every issuance is a permanent searchable record.
Forecasting
Every part with a reorder forecast set up -- when it's next needed, when to reorder by, and whether that's from your estimate or calculated from real Goods Issue history.
Reports
Spend, purchase order status, and low stock -- at a glance.
Notice Board
One shared feed for the whole team -- post updates, tag people with @, and attach a photo if it helps.
Help
Guides for every part of the app, plus how to get in touch if something's not working.
Getting Started
Use the tabs across the top to move between sections of the app. Your language can be changed anytime from the globe icon in the header -- everything updates instantly.
Dashboard
A live overview of the whole fleet: readiness, critical alerts, what's due soon, and this month's fuel and parts costs. Numbers update automatically as you work elsewhere in the app.
Live Forecast
Every asset ranked by how soon its next service is due. Green means plenty of time left, yellow means it's coming up soon, and red or "OVERDUE" means it needs attention now. Click Update Meter to record a new reading without opening a full job card.
Pre-Start Checks
Operators complete this daily inspection before using an asset. Tick each item, note any defects, and attach a photo if needed. Any defect logged here automatically appears on the Dashboard and in that asset's history.
Daily Plan
A calendar view of everything scheduled -- click any day to see what maintenance or job cards are due, or to log a service directly from that date.
Daily Meeting
A one-page summary of open jobs, safety items and pre-start defects, built for running your daily toolbox talk. Use Print Meeting Sheet to hand out a paper copy.
Workshop & RCA
Every job card lives here, from a quick breakdown fix to a full Root Cause Analysis. Open a card and click Request Parts if you need something from stores -- it will send an email and create a trackable request automatically.
Maintenance History
Every completed job card, grouped by asset and collapsible for a quick look. Use this tab instead of Workshop & RCA once a job has been closed out, so the active list stays focused on open work.
Asset Register
The master list of every vehicle and piece of equipment, including service intervals, PM schedules, warranty status and full history. Use Import CSV to add many assets at once.
Fuel Tracking
Each tank shows a live level with a yellow or red warning before it runs dry. Use the green Refill button when a tank is topped up, and Refit only to correct a bad dip reading -- Refit doesn't count as a delivery. Log Fuel Entry records fuel issued to an asset or a tank delivery, with an optional filler name and photo.
Parts Requests
Send a request straight from a job card, or start one here directly with New Request. Track it through Requested, Ordered and Received, and edit or resend the email at any time. Low fuel automatically creates an urgent request too.
Notice Board
One shared feed for the whole team. Post an update, attach a photo, and type @ to tag someone -- their name gets highlighted in the post. Anyone can reply underneath with a comment.
Email Alerts & Alert Rules
Send a one-off summary any time from the envelope icon, or set up Alert Rules (bell icon) to have reports go out automatically on a schedule -- hourly, daily, weekly or twice a day -- to whoever you choose, filtered by category.
Who's Online & Managing Access
Only the owner can see who is currently signed in. Admins can open Manage Access (shield icon) to add or remove who's allowed to sign in at all -- removing someone signs them out immediately.
Switching Language
Use the language switch in the header to change between English, Thai, Chinese and Indonesian at any time. Your choice is remembered on this device.
Need More Help?
Can't find what you're looking for, or something's not working right? Submit a ticket below and it'll go straight to your administrator.
My Submitted Tickets
Live safety picture for this site -- events, corrective actions, compliance documents and injuries, updating in real time.
Days Since Last Lost-Time Injury
--
Open Events
0
Overdue Actions
0
Open Actions
0
Docs Expiring
0
Docs Expired
0
Injuries YTD
0
High / Extreme Risks
0
Control Reviews Due
0
Report Failures
0
Hazards Reported (Month)
0
Recent Events
| ID | Event Type | Summary | Workgroup | Date | Initiated By | Status | Actual | Potential |
|---|
Open Actions
Compliance Attention Needed
Recent Report Failures
Submit Report
Pick a report and fill it in -- inspections, audits, meetings, inductions, Take 5s and journeys. Answer No to anything and a job card is raised automatically so problems get fixed, not just found.
Submitted Reports
Safety Events
Report anything -- near misses, hazards, property damage, incidents. Every event moves through the same workflow: assess, investigate, action, review, close. Rate actual and potential risk so the serious stuff surfaces first.
Safety Actions
Corrective and preventive actions -- who owns it, when it's due, and whether it's overdue. Actions can stand alone or be raised straight from a safety event.
Compliance Documents
Licences, certificates, inductions, permits and inspections -- with expiry tracking so nothing lapses quietly. Anything expiring within 30 days is flagged amber, expired is red.
Risk Register
Every known risk in the business, rated before controls (inherent) and after (residual), with a schedule of controls and review dates -- so the register drives real work, not just paperwork.
Injuries
The injury register -- person, body part, treatment level and days lost. First aid through to lost-time injuries, all in one place for reporting and trends.
Priority Operations
The things that stop work if nobody chases them. Every item says what has to happen next, who it is sitting with right now, and how long it has been sitting there. Anything a senior manager marks as a board priority is pinned to the top for everyone.
Raise priority item
Senior managers only. Use it for the handful of items that must not be missed this week.
Alert someone
Any email address works — they do not need a Kilter login. The email carries the full detail so they can act on it without opening anything.
Update
Mobilisation
Everything that has to be true before the first load moves on a new contract, with a date and a name against each one. Set the target go-live date and the deadlines work themselves out from the lead times.
Start one for the next job. It comes pre-loaded with the standard checklist — contract, people, equipment, freight, site setup and start-up — which you can then cut down or add to.
New mobilisation
Due dates are set from the start date using each task's lead time. Change any of them afterwards.
People
Everyone Kilter knows about — the crew who log in, and the suppliers, clients and forwarders we chase. Give each person a name here and Kilter shows the name instead of the email address everywhere: on pre-trips, priority items, alerts and the who's-online list.
Actions
Ask someone to do something and they get an email straight away. Anyone in the People directory can be given an action — they don't need a Kilter login, just an email address.
New action
Org Chart
Everyone on the payroll, with their reporting lines. Pick a site, then switch between the dashboard, the chart and a sortable directory. Click anyone to edit them.
The number on the right of each row is how many people report directly to that person. Hover it to see their whole team size. On a site chart it counts only the people on that chart.
| Name | Job title | Site | Work group | Reports to | Status |
|---|
Add person
This is the address alerts go to, and the address Kilter replaces with the name.
Weekly Meeting
The manager meeting for this project, run off one live agenda instead of last week's Word document. Every item keeps its own dated trail, anything still open rolls into next week automatically, and the numbers at the top come straight out of Kilter rather than being typed in again.
No meetings recorded for this project yet.
Start one and Kilter lays out the standing agenda — people, safety, maintenance, logistics, financials and the site items. Change any of it: the agenda is yours, not a fixed form.
Where it is up to
Site Bonus
The shared monthly bonus pool for this site. It starts from a fixed baseline each month and moves up or down against the pre-agreed rules -- production, safety, maintenance and stores. A pool-zeroing event resets that month's pool to nil.
| Date | Item | Notes | Amount | Pool After | Actions |
|---|
Monthly Report
One month-end pack for the whole project, built from what is already in Kilter — fleet and maintenance, what was invoiced and what is still with the client, money outstanding, mobilisation, the meeting actions, site visits and crew days. Nothing is typed in twice, so the report cannot disagree with the screens it came from.
Position summaryPick a person — their dashboard updates everywhere
Generate a swing patternCycle detected from this person's history — override if it's wrong
1 travel day → site days → 1 travel day → break days. One travel day per swing is the employee's own time, so 14/7 writes as 13 site + 2 travel + 6 break = 21 days.
Roster gridClick a cell to apply the paint code
A purple stripe on the left edge of a cell marks the date the focus person's roster cycle changed (e.g. 14/7 → 28/14) — hover it for details, or click Cycle change above to jump straight there.
Conflicts and roster breaches29 to review
Swing by swingSelect a person
All crewCycle is detected from each person's history — override it here
Reports
Individual statement
One person's position: work days, days off, leave, days over roster and break owing, with the full swing-by-swing table underneath. This is the backing paper for a roster conversation.
Crew balance report
Every crew member on one page — cycle, work days, days off, leave, days over roster, break owing. Sorted worst first.
Exceptions report
Only the breaches: double bookings, over-length swings and short breaks in the period, with dates and how far out each one is.
Excel workbook
Three sheets: the roster grid as it appears here, the crew balances, and the swing detail for the selected person.
Grid as CSV
Plain day-by-day export of the visible date range, for anyone who wants it in their own spreadsheet.
Load from Excel
Reads a roster spreadsheet back in — either a workbook exported from here, or the original Management Roster with its dates across the top. Crew, codes and dates are matched automatically.
Code libraryEverything on the grid is driven by this table
Type decides the maths: work counts toward the days on, travel splits one day per swing to the employee, break and leave count as days off (leave sits outside the cycle entirely). Region decides double-booking: two lines showing the same region on the same day are one trip recorded twice, two regions are a clash.
Crew
Cycle changesRecord a roster change (e.g. 14/7 → 28/14) effective a specific date
Add a row when someone's cycle changes partway through their record — everything before the effective date keeps using the old cycle, everything from that date uses the new one. Generate a swing pattern above records this automatically when the on/off you choose there differs from the person's current cycle.
Shared file
Activity log14 entries
How this planner works
This file is the roster. It lives in Dropbox, anyone can open it in a browser, and whoever saves last writes the copy everyone else opens next. Nothing needs installing and there is no server — everything on every tab is calculated from the coloured codes on the grid.
The swing rule
Everyone works a cycle — 14 days on / 7 off, 28/14, or 42/21 (6 weeks on, 3 off). Each swing carries two travel days: one in company time (counted inside the days on) and one in your own time (counted inside the days off). So a 14/7 swing writes as 13 site days + 2 travel + 6 break = 21 days. That's why a 6-day break block is correct, not short.
What the numbers mean
Days worked — every day on site or working, plus travel days (except the one per swing that's your own time). The small print under it says how many days a person should have worked if their cycle ran perfectly over the same period.
Days off — break days plus that one own-time travel day per swing.
Extra days worked — the simple difference: days actually worked minus days the cycle asked for. +8 means eight days more than the roster required.
Days owed in lieu — this is not your normal rostered breaks (those are already inside "Days off"). Every day worked earns break at the cycle rate — all three cycles here are 2:1, so half a day of break per day worked. Owed in lieu = break earned minus break actually taken: the extra days off the company would need to give, on top of the normal pattern, to make the person square. Two things follow. First, a clean swing pattern going forward does not pay it back — work 14, get 7, and the backlog rides along unchanged; it only comes down through break beyond pattern (a longer block, an extra week, a short swing). Second, the green version, "Break taken ahead", is the mirror image — break received slightly before it was earned, normal mid-cycle, nothing owed by anyone if the next stint runs to pattern.
Annual / sick leave — leave is a different pot entirely. A leave day is not a work day and not a break day; it pauses the swing clock. That's all "separate from the swing" means: taking AL neither earns you break nor uses it up. Leave is measured against each person's own yearly allowance — set each person's days-per-year in Setup → Crew and the tile reads "12 of 20 used · 8 left". Everyone's allowance can be different.
What the flags mean
clash one person rostered in two different places on the same day — one of the two lines is wrong. over swing a stint longer than the person's days-on. short break a break that comes up short even after counting the own-time travel day. duplicate the same trip recorded on two lines — same region, so counted once, not flagged as a clash.
How to do things
Check where someone stands
Pick them in Focus person at the top. The five tiles update instantly; the Balances tab adds their swing-by-swing table and the whole-crew ranking. Use the Year-to-date / Last-12-months / All buttons to change the period.
Edit a day or two
On the Roster tab, choose a code in Paint code, then click cells on the grid. Click with (clear) selected to blank a day. Every click is recorded in the Activity log.
Roster someone forward
In Generate a swing pattern: pick the person (their cycle loads automatically), the site code, and the start and end dates. The start date becomes the first travel day, and the pattern repeats to the end date. It only writes inside that range — history before the start date is never touched, and the balance keeps counting across the join. Watch for one thing: anything already inside the range (like planned leave) gets overwritten, so generate first and paint the leave back on, or generate around it in two runs. Got it wrong? Clear range blanks the same window, and Reset to file throws away everything since the file was last saved.
Add a new site, code or person
On Setup. New code: give it letters, a label, a type (work / travel / break / leave — this drives the maths), a region (this drives clash detection) and a colour; it appears in the paint list and legend straight away. New crew: name, line, cycle and their yearly leave allowance (everyone's can differ — this drives the "12 of 20 used" reading on the leave tile). Codes and crew can be edited in place in the same tables.
Build a report
On Reports: an individual statement (the backing paper for a roster conversation), the whole-crew balance ranking, the exceptions list, or an Excel workbook / CSV of the raw grid. PDFs and Excel build in the browser — internet needed the first time the page opens.
Load a roster from Excel
Reports → Import .xlsx. It reads a workbook exported from here, or the original Management Roster layout with dates across the top. Unknown codes are added to the library automatically. It replaces the roster in the file, so it asks before it does.
Save — the important one
Changes live only in your browser tab until you save. Put your name in the header, hit Save file, and a fresh copy of this page downloads with everything baked in — roster, codes, crew, log. Put that file back in Dropbox over the old one. The header shows who saved last and when. One person editing at a time: if two people have it open, the second save wins and the first one's changes are gone — same as the old spreadsheet.
Things that catch people out
"My changes disappeared" — you didn't save, or someone saved over you. Check the Activity log and the header stamp.
"The balance looks wrong" — check the person's cycle on the Balances tab first (a 28/14 man measured at 14/7 looks massively owed), then check the period the tiles are set to.
"A code shows a ? or a grey cell" — it was imported or typed but isn't set up properly. Go to Setup and give it the right type and region; the maths corrects itself immediately.
"Someone shows twice" — people can sit on two site lines (e.g. Project 1 and Project 2). That's fine: same-region overlaps count once, different-region overlaps get flagged as a clash to fix.
"PDF / Excel buttons do nothing" — the page hasn't been opened with internet yet, so the report libraries never loaded. Open it online once and they're cached.