Equipment tracking and compliance reporting: The complete guide

If your business relies on safety-critical equipment, you already know the challenge: tracking every asset, ensuring inspections are up to date, and proving compliance when regulators come calling. Spreadsheets, paper records, and generic asset management tools can only go so far -  especially when it comes to keeping track of equipment on site, inspections and reporting.

That’s where an equipment tracking system with compliance reporting comes in.

In this guide, we’ll cover what it is, why it matters, and how the right platform can help you stay inspection-ready while saving time and money.

What is an equipment tracking system with compliance reporting?

At its core, an equipment tracking system is software designed to help businesses record, monitor, and manage assets throughout their lifecycle. When paired with compliance reporting capabilities, it becomes more than just an inventory tool - it ensures every inspection, allocation, and maintenance task is properly documented and ready for audit.

A strong compliance management platform combines:

• Digital equipment inventories – build and maintain a record of all gear.
• Inspection scheduling & checklists – set inspection reminders that notify you ahead of time.
• Compliance workflows – enforce LOLER, OSHA, or WHS compliance without relying on manual processes.
• Audit trails – securely store inspection records and produce reports instantly when requested.

Learn more in our blog "Compliance Tracking Software & Checklists: Everything You Need to Know".

Why spreadsheets and generic asset software fall short

Many teams still rely on spreadsheets, clipboards, or generic asset platforms like basic inventory apps. The problem?

• Manual data entry - high risk of errors, duplicated serial numbers, and wasted admin time.
  
  
• No compliance focus - general systems aren’t designed for safety inspections or regulatory audits.
  
  
• Expensive UHF RFID solutions - some scanning systems like UHF RFID scanners require costly hardware and often lock you into one type of tag.

The result: missing inspection records, failed audits, and wasted money on lost or untracked equipment.

Compliance reporting requirements around the world

Depending on your region, regulators require different record-keeping standards - but the theme is consistent: inspection records must be accurate, secure, and retrievable.

Read our blog “How to Manage Compliance and Inspection Reports in One Place” for a breakdown of record keeping recording requirements according to LOLER, OSHA, ASME and WHS.

Without a compliance tracking system, meeting these requirements can be a huge burden.

Why Scannable is different

Scannable is the only equipment tracking system with compliance reporting purpose-built for safety industries that also offers the most comprehensive and easy-to-use scanning tools.

Here’s why it stands out:

• No spreadsheets – Scan any brand of safety gear directly with your mobile phone — no expensive RFID gun required.
• Smart Product compatibility – Powers Smart PPE™ from over 50 of the world’s leading safety equipment manufacturers.
• Largest global safety equipment database – Over 60,000 pieces of gear pre-loaded for instant setup.
• Audit-ready reporting – Built-in audit trails, inspection checklists, and compliance workflows.
• Retro-tagging solutions – Durable, field-tested tags built for real-world conditions.

With Scannable, your team spends less time on manual administration, keeps better control of equipment, and stays audit-ready.

The bottom line

If you’re serious about compliance, spreadsheets and generic inventory tools won’t cut it. You need a purpose-built equipment tracking system with compliance reporting - one that simplifies recording inspections, enforces compliance workflows and generates audit trails instantly.

That’s exactly what Scannable was built to do.

Learn more about Scannable’s compliance reporting tools.

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