User Manual

Contents

• 1. Overview
• 2. Plans & limits
• 3. Main tabs
• 4. Home screen
• 5. Team & roles
• 6. Jobs, planner & My tasks
• 7. Machines, schedules & compliance
• 8. Log, parts & receipts
• 9. QR tags & shelf labels
• 10. Machinr Cloud
• 11. Backup, audit & exports
• 12. Settings & notifications
• 13. Support

1. Overview

Machinr is a local-first maintenance logbook for workshop machines and heavy plant (excavators, dozers, graders, lathes, and more). You track hours and meters, smart service schedules, statutory & calibration compliance, parts and consumables, receipts, and who did the work — on iPhone and iPad, available worldwide via the App Store.

Data lives on the device by default. Multi-device sync is optional via Machinr Cloud on Workshop Pro. Team roles are soft organisational limits for a shared iPhone or iPad — they are not a substitute for device passcodes or per-user logins.

Platforms: iPhone and iPad only.

2. Plans & limits

Existing over-limit data stays readable and editable; only adding new items is blocked when you hit a tier limit. Legacy “Pro” App Store products map to Workshop Pro. Approximate App Store pricing is about $5.99/mo for Workshop and $14.99/mo for Workshop Pro (yearly options available); exact prices and currency are shown for your region in the store.

3. Main tabs

• Home — landing tab. Workshop overview for Admin/Supervisor; personal activity + assigned jobs for other roles.
• Machines — asset cards, schedules, compliance, meters, warranty/docs, checklists, service timeline, QR tags, PDF packet, year cost roll-up. Search and filter by status / category / site.
• Log — maintenance events with hours and photo evidence.
• Parts — consumables ledger, low stock, hazardous flags, SDS/MSDS PDFs, restock shopping list.
• Receipts — invoice photos and year-end tax-style PDF export.

The drawer menu opens Settings, Team, Job planner, My tasks, Distributors/Suppliers, Bins & locations, FAQ, this User Manual, About, Privacy, and Disclaimer.

4. Home screen

Admin & Supervisor

See workshop activity for a selectable period (days / weeks / months): jobs completed, parts used with cost estimate, and a simple chart. Tap through for the full Activity report (filter by person, turnaround, parts) and export a ZIP of CSV files for everyone or one person.

Also see overdue and due-soon schedules/compliance, out-of-stock and low-stock parts, and (when Team is on) your own assigned tasks.

Engineer, Operator & Other

See your activity only for the same period controls, plus jobs assigned to you. If nothing is assigned, Home shows a simple “No jobs pending” message. You can open My activity for your own completions and parts used, and export your own report — not the workshop-wide view.

5. Team & roles

Team is Workshop Pro. Open Menu → Team. An Admin (or Supervisor for “who is current”) sets the person using each device. Changes after that may require the workshop Team passcode. Roles sync via Machinr Cloud; “current on this device” stays local.

Soft RBAC: anyone with the unlocked device can still open the app. Roles guide what the UI allows for the person marked current — use a device passcode for real security.

Role matrix

In short: Supervisor runs the floor day-to-day. Admin does that plus owns people, Settings, and irreversible history deletes.

Without Team (Free / Workshop), soft role gates that would block core work are relaxed so a solo shop is not locked out — except Team-only features like assigning jobs.

6. Jobs, planner & My tasks

• Job planner (Admin / Supervisor) — assign work, set priority and complete-by dates, create ad hoc jobs, review open and completed work.
• My tasks — jobs assigned to the person current on this device. Complete schedules with photos, parts used, and labour via the completion sheet.
• Completions stamp performed by when Team is on, and keep assign / complete times for turnaround reporting on Home.

7. Machines, schedules & compliance

Machines

Each machine can have a primary meter (operating hours or another meter), multiple meters, warranty and documents, checklists, a derived service timeline (logs + compliance tests + service receipts), QR tags, PDF service packet export, year cost roll-up, and duplicate-as-template. Machines soft-delete via archive so QR stickers keep working; a missing-tag scan can recreate the same UUID.

Smart schedules

Health items can repeat by calendar, by usage (hours/meter), or whichever comes first. Ad hoc one-off jobs stay on tasks until completed. Completing a schedule uses the completion sheet (photos, parts, labour).

Statutory & calibration

Calendar-only compliance requirements live on machine detail. Free / Workshop can create reminder-only requirements (tier limits apply). Workshop Pro adds proof-of-test certificate PDFs and formal test history. Reminders fold into notifications and Needs attention / Home.

Hours updates

QR scan and machine detail open a quick hours update for the primary meter. Values and notes persist in the hours log. Settings → QR scan action chooses workflow only (update reading / walk the floor / open details / contact supplier); the metric itself is per machine.

8. Log, parts & receipts

Log

Service events with hours and photos. With Team, entries can record who performed the work. Deleting another device’s log usually needs Admin/Supervisor on this device.

Parts

On-hand quantity, reorder level, unit cost, optional hazardous flag, safety notes, SDS/MSDS PDFs, and bin location. Engineers+ can maintain the catalogue; stock count changes and deletes need Supervisor or Admin. Export a restock shopping list when low.

Bins & locations

Menu → Bins & locations. Optional aisle / bay / shelf / bin detail. Part shelf labels open that part; location labels open Parts filtered to that bin for stock take.

Receipts

Capture purchase vs parts/service invoices, filter by year, and export a PDF pack with attachments for your own records.

Distributors / suppliers

Phonebook for dealers and vendors, suggested on machine and receipt forms. Manage from the menu (fleet roles).

9. QR tags & shelf labels

• machinr://machine/<uuid> — machine QR
• machinr://part/<uuid> — part shelf label → part detail
• machinr://location/<uuid> — bin label → Parts filtered to that location

Legacy machiner:// and shoplog:// links still resolve. Walk-the-floor / yard scan updates each machine’s primary reading then reopens the scanner for batch rounds.

10. Machinr Cloud

Workshop Pro only. In Settings → Machinr Cloud, sign in, create a workshop or join with an invite code. Sync covers machines, logs, parts, receipts, schedules, compliance, hours, checklists, directories, team, settings, and attachment binaries (via secure, time-limited upload URLs).

Typical behaviour: dirty push on save, foreground pull, and silent wake pushes to peer devices. Pull to refresh on My tasks, Job planner, or Team if something is slow to appear. Every device needs Workshop Pro, Cloud on, and the same workshop.

Security & trust

• Signed-in accounts and organisation-scoped APIs — devices only see their workshop’s data.
• Encryption at rest with customer-managed keys; TLS in transit; private attachment storage.
• Web application firewall (WAF) in front of the sync API, plus API access logs.
• CloudTrail audit trails and GuardDuty threat detection on the Machinr AWS account.
• Invite codes expire automatically; privileged sync changes (team / settings) require Admin or Supervisor.

Team soft roles still are not a substitute for device passcodes. Cloud protects the sync service; the unlocked phone remains the trust boundary for who can open Machinr.

11. Backup, audit & exports

• ZIP backup (Workshop / Workshop Pro, Admin Settings) — full workshop JSON + attachments; import replaces data on this device.
• Audit export (Workshop Pro, Admin) — ZIP with detailed PDF + CSV (logs, hours, schedules, compliance, receipts, team, who-did-what). Also available from a machine’s service history for that machine.
• Activity report export (Admin / Supervisor workshop-wide; individuals for their own activity) — ZIP with jobs and parts-usage CSV for a selectable period.
• Other shares — machine service packet PDF, receipts PDF, shopping list, QR / shelf labels via the iOS share sheet.

12. Settings & notifications

When Team is on, only Admins can open workshop Settings (currency, labour rate, Machinr Cloud, notifications, audit, backup, appearance, language, QR scan action, and related controls).

Notifications

Calendar due reminders (schedules + compliance), warranty heads-up, low-stock on reorder transition, daily summary, in-app hours-crossing prompts, assignment alerts, and app icon badge for due/overdue items. Warranty taps open the machine; low-stock taps open Parts.

Appearance

Light / dark / system, colour themes (Home Screen icon follows the theme), and language (English UK default; English US for American spelling).

13. Support

Questions or feedback: info@machinr.com.au

Also see the in-app FAQ for short answers, plus Privacy Policy and Disclaimer.

This manual describes product behaviour for organisational guidance. Machinr is not a certified CMMS, WHS compliance system, or legal audit tool.