Maintenance log template for Excel and Google Sheets

To keep an equipment maintenance log in Excel or Google Sheets, fill in the equipment maintenance log, select Download CSV and open the file in your spreadsheet. The download is a CSV file, a plain format every spreadsheet program reads, not an Excel workbook. Each log entry becomes one row with eleven columns, and the rows from several machines can share one sheet.

How to get the file

1. Open the equipment maintenance log, describe the equipment and add your entries. Load example shows sample data first.
2. Select Download CSV. The file is named after the asset ID.
3. Open it:
   • Excel: open the file directly, then choose Save As to keep it as an Excel workbook.
   • Google Sheets: choose File, then Import, upload the file and import it as a new sheet.

The log is saved in your browser and the file is created on your device. Nothing you type is sent to a server.

The columns

The first six columns describe the equipment and repeat on every row:

• asset_name, asset_id, location
• manufacturer, model, serial_number

The other five describe one entry:

• entry_date: when the work was done, written as year, month and day.
• work_performed: what was done.
• technician: who did it.
• observations: what was noticed.
• next_service_date: empty unless you filled it in.

One sheet for several machines

The tool keeps one log per machine. In a spreadsheet you can bring them together:

1. Download the CSV of each machine's log.
2. Keep the header row from the first file and paste the rows of the others below it.
3. Filter by asset_id to see one machine, or sort by entry_date to see everything in order.

Use the same asset ID everywhere: on the machine, in the log and on work orders. It is what makes the filter reliable.

Keeping the spreadsheet current

The file is a copy of the log at the moment you download it. After adding entries in the tool, download it again and replace that machine's rows in your sheet. Decide which one is the record you trust, the tool or the spreadsheet, and add new entries only there, so the two do not drift apart.

Good to know

• Text stays text. If something you typed starts with a character a spreadsheet would treat as a formula, such as an equals sign, the file puts an apostrophe in front so it shows as text.
• Dates sort correctly, because they are written as year, month and day.
• For a printed log, use Print or save as PDF in the tool, or print the blank maintenance log template.

Limits

• It is not an Excel template file. The CSV holds the data, with no formulas or formatting.
• A spreadsheet does not remind anyone when service is due, and it does not record who changed what.
• It is not a record designed for regulated equipment. Equipment with its own record-keeping rules needs the records those rules require.

Related

To learn what to write in each entry, read how to keep an equipment maintenance history. For work orders in a spreadsheet, see the work order template for Excel.

Common questions

Which columns does the maintenance log CSV have?

Eleven: asset name, asset ID, location, manufacturer, model and serial number, then the entry date, work performed, technician, observations and next service date. Each log entry is one row.

Can I combine the logs of several machines in one sheet?

Yes. Every row repeats the asset name and asset ID, so you can paste the rows from several logs into one sheet and filter by machine.

Does the spreadsheet update when I add a log entry?

No. The CSV is a copy of the log at the moment you download it. After adding entries in the tool, download it again and replace or append the rows in your sheet.