Maintenance and Building Asset Register Guide
Stratapilot · Help Centre Last updated: June 2026
Overview
The Maintenance & Assets module is a register of the scheme's building assets (lifts, fire systems, pools, and other plant). Each asset can have maintenance schedules attached. The maintenance calendar shows upcoming tasks across all assets for the next 90 days so nothing falls through the cracks.
Who Can Do What
| Action | Executive | Ordinary Member | Caretaker | Viewer |
|---|---|---|---|---|
| View assets and calendar | ✅ | ✅ | ✅ | ❌ |
| Add assets | ✅ | ❌ | ❌ | ❌ |
| Edit assets | ✅ | ❌ | ❌ | ❌ |
| Add maintenance schedules | ✅ | ❌ | ❌ | ❌ |
| Mark schedule tasks as done | ✅ | ✅ | ✅ (assigned) | ❌ |
Asset Categories
| Category | Examples |
|---|---|
| Lift | Passenger lifts, goods lifts, platform lifts |
| Fire safety | Fire alarm panels, sprinkler systems, fire hose reels, emergency lighting |
| Pool | Swimming pool, spa, pump room equipment |
| Gym | Exercise equipment, gym room fitout |
| Common garden | Irrigation systems, garden beds, common area plantings |
| Electrical | Main switchboards, common area electrical |
| Plumbing | Common water pipes, roof drainage, pump systems |
| Security | CCTV, access control, intercom systems |
| Car park | Roller doors, car wash bays, EV charging stations |
| Intercom | Entry intercoms, video intercom systems |
| Other | Any asset not covered by the above |
Adding an Asset
Executives can add new assets to the register.
- Go to Maintenance & Assets in the main navigation.
- Click New Asset.
- Fill in the form:
- Name — required (e.g. "Main Lift", "Ground Floor Pool Pump").
- Category — required. Select from the list above.
- Installed date — optional. When the asset was installed or last replaced.
- Location — optional (e.g. "Level B1", "Roof Plant Room").
- Notes — optional. Record model numbers, serial numbers, supplier details, or any relevant observations.
- Click Create asset.
Asset Detail View
Click any asset card to open the detail view. From here you can:
- Edit asset details
- View and add maintenance schedules
- Record service history (completed maintenance entries)
- Mark the asset as Inactive (stops it appearing in the active asset list)
Maintenance Schedules
A maintenance schedule defines a recurring task for an asset.
Each schedule records:
- Description — what needs to be done (e.g. "Annual lift service and certification")
- Frequency — how often: Monthly, Quarterly, Six-monthly, or Annual
- Next due date — when the task is next due
- Assigned to — a scheme member or caretaker responsible for the task
Adding a Schedule
- Open the asset detail view.
- Click Add schedule.
- Enter the task description, frequency, next due date, and assignee.
- Click Save.
Maintenance Calendar
The upcoming maintenance calendar on the main Maintenance page shows all scheduled tasks due within the next 90 days, across all active assets.
| Column | Description |
|---|---|
| Asset | Link to the asset detail view |
| Task | Schedule description |
| Due | Next due date — highlighted amber if within 14 days, red if overdue |
| Frequency | How often the task recurs |
| Assigned to | The responsible person |
Use this calendar at committee meetings to confirm upcoming maintenance is planned and resourced.
Showing Inactive Assets
By default, the asset list shows only active assets. To include inactive assets, tick Show inactive (visible to executives). Inactive assets appear with reduced opacity.
Statutory Maintenance Requirements
Australian strata schemes have mandatory maintenance obligations for certain asset types. Stratapilot's calendar helps track compliance.
| Asset | Key requirement | Notes |
|---|---|---|
| Lift | Annual certification by a licensed lift inspector | Required in all states |
| Fire safety | Annual fire safety statement / inspection of all fire safety measures | Varies by state; QLD requires annual inspection |
| Pool | Regular water testing; CPR signage; pool barrier compliance | Local council requirements apply |
| Electrical | Periodic testing of RCDs and safety switches | Recommended; specific requirements vary |
⚠ This is a general guide only. Always consult the relevant authority (building commissioner, local council, fire safety inspector) for the specific requirements that apply to your scheme and state.
Frequently Asked Questions
Can a caretaker be assigned maintenance tasks? Yes. When adding or editing a schedule, any scheme member (including caretakers) can be selected as the assignee. Caretakers see their assigned tasks from the maintenance calendar.
Does Stratapilot send reminders for upcoming maintenance? The calendar highlights tasks due within 14 days in amber and overdue tasks in red. Email reminders for scheduled maintenance are on the roadmap.
What happens to maintenance records when an asset is deactivated? The asset and all its schedules and service history are retained. Deactivated assets are hidden from the default list but can be viewed by enabling Show inactive.
Can I link a maintenance record to a contractor quote? In v1, link them by referencing the asset in the quote description or attaching the service report as a document in the Documents module.
This guide documents Stratapilot platform behaviour. Always engage licensed contractors for statutory maintenance and certification requirements.