Fleet management
Turf fleet management software for mowers, tractors and bakkies
TurfOps is turf fleet management software built in Cape Town, South Africa, for operators maintaining golf courses, estates and grounds across several sites. Every mower, tractor, bakkie and loader is held against the site it is at and the person who signed for it, with hour meter readings, fuel, services, licence expiry and a signed handover each time a machine moves between sites.
Equipment handover between sites, signed by both parties
A machine leaves one site and arrives at another through a handover, not a phone call. The sending site starts it: chooses the destination, records the condition as good, fair, poor or critical, enters the hour meter and odometer, attaches up to six photos and adds a note for the receiving site. The machine is marked in transit and the receiving site gets an alert. It moves on the register only when the receiving user accepts. If the condition or the meters do not match, they dispute it with a reason, and the machine stays in transit until someone resolves it. Every step sits on the machine's Handovers tab, so when something breaks, the record shows who sent it, in what state and at what hours.
- Condition, hour meter, odometer and photos captured at the moment of handover
- Accept or dispute from the receiving side, with the reason kept on the trail
- Pending handovers raised as alerts and emailed to administrators
Mower hour meter tracking and service schedules
Hour meters and odometers are entered by the people using the machines. A field worker signs in with a PIN, picks the machine and types the reading, and the same reading is asked for at every fuel fill. Each reading is kept on the machine's Hours tab as a timeline, so the office sees the meter move through the month instead of guessing from a logbook. Services are logged against the machine as scheduled, repair, inspection or breakdown, with the cost, the parts used and the hours at service. The next service due is worked out from the machine's service interval, in hours or by date. Machines due within fourteen days appear on a due list, and an overdue service raises an alert that clears itself once the service is logged.
- Hour meter and odometer readings from the field app, with a photo of the dash or meter
- Service history with type, cost, parts and hours at service
- Next service due from a service interval in hours or a date
- Due within fourteen days list and overdue alerts
Fuel log software built into the fleet record
Every litre is logged where it moves, with one question: where did the fuel go? Into a machine, into a tank, or a tank reading. A fill goes against a machine and a name, with the litres, the meter reading and a photo of the slip. The phone reads the date, station, litres and amount off a petrol station slip, and the person checks them. A delivery records the supplier, the litres, the price and the delivery note number. A tank reading records the level and the pump meter. At month end TurfOps compares what the tank should hold, from the opening reading plus deliveries minus fills, with what was measured, and flags the gap when it is outside the tank's tolerance. The monthly fuel return builds from the logs and exports to Excel, PDF or CSV.
- Book versus measured on every tank, with the variance against a tolerance you set
- Flags for a fill without a meter reading, a possible duplicate, a price per litre out of range and a machine using more fuel than its own three month baseline
- Each machine's fuel on its own Fuel tab, next to its hours and services
- Logs saved on the phone with no signal and sent when it returns
Licence expiry warnings before a disc lapses
Every asset can carry a licence expiry date, and the licences view groups them as overdue, expiring within thirty days and current, soonest first. The fleet register shows a banner the moment any licence is overdue or within thirty days, with a link straight to the list. Renewing is one confirmation that extends the expiry by a year, with an optional photo of the new licence disc kept against the machine. Documents such as the registration, insurance, service book and warranty are uploaded against the asset with their own expiry dates. Machines that need no licence are marked as such so they never raise a false warning, and decommissioned machines drop out of the list.
- Overdue, expiring within 30 days and current, grouped on one screen
- Renew in one click, plus a photo of the new disc
- Licence expiry alerts on the dashboard and on the map, where a site turns amber
One record per machine, from the map to the workshop
Each machine has one page. The overview shows its type, make, model, asset ID, registration, status, condition, current site, assigned driver and both meters. Tabs hold its notes, issues, photos, fuel, services, hours, costs, documents and handovers, so a workshop manager reads the whole history without opening a second system. The fleet register filters by status, type, site and division, and switches between a card, list and map view. Vehicles fitted with Cartrack telemetry show their last position, speed and ignition state on a live board, and their Cartrack kilometres are compared with the driver's monthly declaration and the odometer at each fill, so a mismatch is flagged rather than missed. Issues raised in the field land on the machine with a photo and an owner.
- Overview, notes, issues, photos, fuel, service, hours, costs, documents and handovers on one page
- Card, list and map views of the whole fleet, filtered by site and division
- Cartrack position, speed and ignition for vehicles with a tracker
Common questions
What is turf fleet management software?
It is software that holds every mower, tractor, utility vehicle and piece of small kit a grounds operation owns, with where it is, who has it, its hour meter, its fuel, its service history and its licence. TurfOps is turf fleet management software built in South Africa for operators maintaining golf courses, estates and grounds across several sites, where machines move between properties and the office needs one record per machine.
How does TurfOps track mower hours?
The person using the mower enters the hour meter reading on the field app after signing in with a six digit PIN, and the reading is asked for again at every fuel fill. Each reading is kept on the machine's Hours tab as a timeline. The next service is worked out from the machine's service interval in hours, so a service falls due from real use, not from a calendar guess.
Can equipment be handed over between sites?
Yes. The sending site starts a handover with the destination, the condition, the hour meter, the odometer, up to six photos and a note. The receiving site accepts, which moves the machine on the register, or disputes it with a reason. Until then the machine is in transit. The whole trail is kept on the machine, so there is no argument later about who had it and in what state.
Is TurfOps fleet software available in South Africa?
Yes. TurfOps is built in Cape Town by TurfOps (Pty) Ltd and runs for South African maintenance operations. Licence discs, registrations, asset IDs, Rand pricing on fuel and Cartrack vehicle tracking are all part of the fleet record. Dates are shown as day, month and year, and the fuel return is built for a South African head office. Start a free trial and the app walks you through setup.
Why use fleet software instead of a spreadsheet or a WhatsApp group?
A spreadsheet holds what someone remembered to type, and a WhatsApp group holds a photo nobody can find three weeks later. In TurfOps the record is made by the person at the machine, at the time: the fill, the meter, the fault and the handover photos. Services fall due from the hours, licences warn before they lapse and the fuel return builds itself at month end. Nothing has to be retyped, and nothing depends on who was in the group.
Does TurfOps handle fuel as well as the fleet?
Yes. Fuel is part of the same record. Deliveries into site tanks, fills into machines and tank readings are logged on the phone, each against a machine and a name. Tank readings are checked against the logs and the gap is flagged. The monthly fuel return exports to Excel, PDF or CSV, and each machine's fuel sits on its own page next to its hours and services. Pricing is per site per month, with free unlimited field seats.