Basic Data Entry

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Getting the required information

There are a few things that would likely be beneficial to have on hand.

- Company, Client, or Customer data
- Employee, Worker, or Subcontractor data
- Plant, Asset, or Equipment Registers

An easy way to get this most up-to-date version of this type of data is usually through your Accounting Software. We've linked below to resources for Xero and MYOB - how to access and export relevant data.

Once you have everything ready, let's get started!

Export from Xero Export from MYOB

Creating Groups

When getting set up and ready to start using your Prestartr, there are a few areas where you can take charge of your setup.   Bulk import and setup of your Companies, People, and Plant are excellent ways to get your Prestartr ready for users.    These things can be done before you've even had you're Kick-off meeting or any training sessions with our team.

Companies

Adding Companies

The Companies module is where you can record, manage, and maintain records and details for each company you work with in Prestartr.    Using Company groups, you can sort, categorize, and list your companies in easy to digest tabs.    Using the Import/Export feature, control your Company register easily and keep it up to date at a moment's notice.

Set Up Company Groups

The Company Group area lets you set up categories called Groups to bundle the Companies in your Prestartr based on the label you provide.

To create a new Company Group, navigate to the Company module and click the Groups submenu item. Click Create New Group and give it a name and save.

When creating a new Company, you can now select the Group and view it under the same tab on the dashboard. Now that you have created at least one group - let’s add a new Company.

Set Up Companies

We've prepared an Import Template that you can access below. Use this template to record your information. The template, when used to import needs to be a CSV file - avoid changing the file type when populating the template.

Instruction for importing the Companies is available in the Add a New Company section below - as well as a short video demonstrating the process.

Add a New Company

Add a New Company

Adding a new Company to Prestartr

You can add individual a Company  via the New Company button in the header of the Company module.

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Before Companies… The following questions will help guide you through how to create or set up a new Company in Prestartr.   How many Companies do you need to add? If you need to add more than one at a time, use the Bulk Import tool. How often does your Company register change? Frequent changes can be streamlined using our Import/Export tool.   If you are ready to add a new Company by hand, click the Details tab above to begin.  To do a Bulk Import, see the instructions below.

Click here for video overview!

 

 

Details

When creating a new Company manually, there are three sections of information available to populate:

• Details
• Address
• Insurances

A full list of the fields available are listed below, divided by their specific section.

When creating a record in the Company module, the only required field is the Name field in Identity.

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Details

• Name
• Email
• Phone
• ABN
• Fax
• Website
• Company Groups*
• Client Markup %
• Note  

If a Company is not set against a Group - it cannot be selected as a Supplier on Purchase Orders.

 

 

Address

• Street    
• City    
• State    
• ZIP Code    
• Country    
• External

 

 

Insurances

• Workers Compensation | Expiry Date
• Prof. Indemnity | Expiry Date
• Product Liability | Expiry Date
• Public Liability | Expiry Date
• Motor & Plant Insurance | Expiry Date
• Technology & Cybercrime Insurance | Expiry Date

 

 

 

 

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Bulk Import

Import Company Sample Template

To import multiple Company records into Prestartr, use the Export as Sample option from the Import/Export button in the Company module.

This will download the Company Import Template CSV.

There are currently 15 Available Fields for Companies.

Of these fields, only Name is required to import a Company record into Prestartr.

When using Company Groups, record the lowest level of the Child Group in Column H in the Import Template.

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Bulk Importing Companies

Once the template has been updated with the relevant information, click Import from the Import/Export button in the Company module.

Select your Import Company CSV Sample file.

It will process and import the Company records.

 

 

 

People

Adding Companies

People are the important stakeholders or employees that will interact with prestartr or be referenced by forms and othe parts of the system.    A Person in Presetartr is a set of information, their Identity, Personal Details, Address, Emergency Contact Information, and the More and Files section.

People Groups

The same way you created Groups for Companies, is the way you will create Groups for People. The tags may be different, but the process is identical. The only difference is the inclusion of selecting a Parent Contact Group - what this means is selecting an existing People Group to create sub-groups.

To create a new People Group, navigate to the People module and click the Groups submenu item. Click Create New Group and give it a name and save.

When creating new People, you can now select the Group and view it under the same tab on the dashboard. Now that you have created at least one group - let’s add new People.
 

Set Up People

We've prepared an Import Template that you can access below. Use this template to record your information. The template, when used to import needs to be a CSV file - avoid changing the file type when populating the template.

Instruction for importing People is available in the Add new People section below - as well as a short video demonstrating the process.

Add new People

Add new People 

Adding New People to Prestartr

You can add individual People via the New People button in the header of the People module.

💻

Before People… The following questions will help guide you through how to create or set up a new People in Prestartr.   How many People do you need to add? If you need to add more than one at a time, use the Bulk Import tool. How often does your People register change? Frequent changes can be streamlined using our Import/Export tool.   If you are ready to add a new People by hand, click the Details tab above to begin.  To do a Bulk Import, see the instructions below.

Click here for a video overview!

 

 

Details

 

When creating new People manually, there are five sections of information available to populate:

• Identity
• Personal Details
• Address
• Emergency Contact Information
• More / Files

A full list of the fields available are listed below, divided by their specific section.

When creating a record in the People module, the only required field is the Name field in Identity.

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Identity

• Name
• Job Title
• Company
• Department
• Role
• Email
• Email 2
• Mobile
• Phone
• Phone2
• Fax
• Website
• Skype

 

 

Personal Details

• Date of Birth
• Date of Commencement
• Date of Probation
• Date of Termination
• Student Number

 

 

Address

• Street Address
• City
• State
• Postal Code
• Country

 

 

Emergency Contact Information

• Emergency Contact Name
• Relationship to Person
• Emergency Contact Number

 

 

More/Files

• Select Contact Group
• Related Companies
• Salutation
• Code
• Rate
• Weekend Rate
• Cost Per Hour
• Sell Per Hour
• Select Product Type
• Select Service Type
• Select Pay Type
• Note
• Upload Files

 

 

 

 

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Bulk Import

Import People Sample Template

To import multiple People records into Prestartr, use the Export as Sample option from the Import/Export button in the People module.

This will download the People Import Template CSV.

There are currently 34 Available Fields for People.

Of these fields, only Name is required to import a People record into Prestartr.

When using People Groups, record the lowest level of the Child Group in Column R in the Import Template.

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Bulk Importing People

Once the template has been updated with the relevant information, click Import People from the Import/Export button in the People module.

Select your Import People CSV Sample file.

It will process and import the People records.

 

 

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Plant

Prestartr’s Plant module enables streamlined tracking and control of equipment, vehicles, and plant through a centralised register. 

Users can configure service schedules linked to odometer or hour meter readings, with predictive maintenance alerts based on recent utilisation. Work orders support task tracking, defect management, time logging, and cost allocation, while archived equipment retains full service history. 

Tools and safety equipment like drills, fire extinguishers, and first aid kits can also be tracked using expiry and allocation features. 

Set Up Plant Groups

The process for Plant Groups is very similar to Companies and People. The difference is that Plant Groups can have a hierarchy of up to Three Groups.
A Top level - a middle level - and a bottom level. This is an optional formatting for Plant.

To create a new Plant Group, navigate to the Plant module and click the Groups submenu item. Click Create New Group and give it a name.

From this menu you can also select Group Types: either Hours or Kilometes, Mandatory Qualifications, and Prestart Template. For now we will only update the Group Name.

When creating new Plant , you can now select the Group and view it under the same tab on the dashboard. Now that you have created at least one group - let’s add a new Plant.
 

Set Up Plant

We've prepared an Import Template that you can access below. Use this template to record your information. The template, when used to import needs to be a CSV file - avoid changing the file type when populating the template.

Instruction for importing Plant is available in the Add new Plant section below - as well as a short video demonstrating the process.

Add new Plant

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Add new Plant

Adding New Plant to Prestartr

You can add or update individual Plant via the New Plant button in the header of the Plant module.

💻

 

Before adding a Plant… The following questions will help guide you through how to create or set up a new Plant in Prestartr. How many plant do you need to add? If you need to add more than one at a time, use the Bulk Import tool. How often does your plant register change? Frequent changes can be streamlined using our Import/Export tool. Do you manage your plant service register internally, or externally? Depending on your workflows, this will impact your Service Register. If you are ready to add a new plant by hand, click the Details tab above to begin.  To do a Bulk Import, see the instructions below.

Click here for a video overview!

 

 

Details

When creating a new Plant manually, there are only three minimum required fields: 

• Plant ID
• Name
• Status

These three fields are in the Basic Details section of the Details tab when creating a new Plant.

Additional fields are available for Technical Details, Plant Servicing, Location Details, and Integration Details. 

The Technical Details and Plant Servicing sections have an expanded list of additional available fields - click See More to reveal these fields.

A full list of the available fields is provided below.

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Basic Detail

• Plant ID
• Name
• Status
• Make
• Model
• Plant Group

 

 

Technical Details

• Build Date
• Warranty Date
• VIN
• Serial #
• Engine #
• Registration
• Registered In
• Registration Expiry
• Risk Assessment Expiry
• Number Of Engines

Additional Technical Details

Set One

• Operating Weight (tons)
• Max Dig Depth
• Net Power
• Digging Depth
• Width
• Height
• Length
• Max Dump
• Reach
• Bucket Capacity
• Engine Power
• Ground Clearance
• Load capacity
• Gross Vehicle Mass
• Fuel capacity
• Tyre Model
• Tyres Last Replaced
• Wiper Model Numbers Front
• Wiper Model Numbers Rear

 

 

Set Two

• Vehicle Type
• Vehicle fuel tank size [L]
• Vehicle Fuel type
• Expected Vehicle Fuel consumption [L/hr]
• Vehicle Smart fill number
• Aux Fuel Tank size [L]
• Toolboxes Fitted
• Tow Capacity Braked [kg]
• Tow Capacity Unbraked [kg]
• Brake Controller Fitted?
• GVM Weight [kg]
• Brakes Last Changed
• Brakes Model
• Driver/Operator
• Last Electrical Test Date
• Electrical Retest Date
• Last Lifting Test Date
• Next Lifting Certification Due

 

 

Set Three

• Last Calibration Date
• Next Calibration Date
• NHVR Quad Float TLC 2-1 Category
• NHVR Quad Float Loaded Height
• Load Scales Make
• Load Scales Model
• Load Scales Serial Number
• Load Scales Capacity
• Load Scales Division
• Load Scales Calibration Date
• Battery Model
• Transmission Type
• Brake Controller Model
• First Aid Kit ID
• First Aid Kit Expiry
• Fire Extinguisher ID
• Fire Extinguisher Size
• Fire Extinguisher Expiry

 

 

 

 

 

 

Plant Servicing

• Primary Engine Label
• Has Secondary Engine?

Additional Plant Servicing Fields

Coolant

• Coolant Type
• Coolant Volume [L]

Transmission Oil

• Transmission Type
• Transmission Volume [L]
• Final Drive Oil Type
• Final Drive Oil Volume (L)

Hydraulic Oil

• Hydraulic Type
• Hydraulic Volume [L]
• Engine Make
• Engine Model
• Filter Kit Number
• Air Filter Model

Primary/Secondary/Tertiary Engine

• Engine Make
• Engine Model
• Filter Kit
• Engine Oil Filter
• Engine Oil Filter Model
• Engine Oil Type
• Engine Oil Volume
• External Air Filter Model
• Internal Air Filter Model
• Fuel Filter Model
• Fuel Separator Model
• Hydraulic Oil Filter Model
• Date Tracks Last Replaced

Buckets, Attachments and Hitches

• Pin size [mm]
• Pin spacing [mm]
• Hitch Make
• Hitch Model
• Case Drain Fitted?

Tracks/Running Gear

• Date Tracks Last Replaced
• Meter Reading at Replacement

NHVR

• Quad Float TLC2-1 Category
• Quad Float Loaded Height

 

 

 

 

Location Details

• Physical Location
• Job Allocated To

 

 

Integration Details

• Accounting System
• Accounting ID
• Telematics ID
• Telematics Provider
• Custom Barcode ID

 

 

 

 

Files

To add related files to the Plant, click Select File to browse your local files.
The uploaded files will be displayed in the Files section and uploaded to the plant when you click Create Plant.

 

 

Financial

The Financial tab when creating a new Plant includes options around purchasing details, pricing, as well as repayment and financing details of the specific plant.

Of the available fields, the Purchased From, Sold To, Lender, and Entity draw from the Companies module. 

The Payroll Service Type will influence your Payroll Rules, if used.

Financial Details

• Purchased From
• Purchased Date
• Purchase Price ($)
• Sold To
• Sold Date
• Sold Price ($)
• Select Product Type
• Select Service Type
• Select Payroll Service Type
• Current Market Value

 

 

Financing

• Lender
• Entity
• Contract No
• Day of Month Payment
• Repayment Start Date
• Repayment End Date
• Amount Financed
• Amount incl. Interest
• Residual Payment
• Repayment Amount/Month
• Term (Months)
• Interest Rate

 

 

 

 

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Bulk Import

Import Plant Sample Template

To import or update multiple Plant records into Prestartr, use the Import Plant Sample option from the Import/Export button in the Plant module.

This will download the Plant Import Template CSV.

There are currently 162 Available Fields for Plant.

Of these fields, only Plant ID, Name, and Status are required to import or update a Plant record into Prestartr.

When using Plant Groups, record the lowest level of the Child Group in Column F in the Import Template.

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Trying to edit or update plant in bulk?

If you are trying to edit or update your plant register in bulk - there is an easy option for you from the Import/Export menu.

Rather than the Export as Sample option - use Export as Report option instead.

This will produce all of your current plant and their details - use this for editing and importing.

 

 

Bulk Importing Plant

 

Once the template has been updated with the relevant information, click Import Plant from the Import/Export button in the Plant module.

Select your Import Plant CSV Sample file.

It will process and import or update the plant records.

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Quick Guide: Import Plant

 

 

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Bulk Import Error Messages

When using the Bulk Import tool, you may encounter an error message. We have provided examples below with the relevant solution to resolve the error when importing your Plant.

Click for Error Message Details

Error Message	Solution
[X] can not be empty for [X]	Ensure the named column is not empty. Check the Plant ID, Name, or Status columns.
Invalid [Y] Date (Ensure format should be 'dd/MM/yyyy' or ‘d/MM/yyyy’)	Check the date provided or the cell format in the import template. - 01/12/2025 - 1/12/2025
Value must be between 1 and 3	Check Number of Engines (Column AP). Prestartr Plants support up to three engines.
Invalid [Z]: Cannot find Company with name ‘[Z]’	Ensure the named column matches an available Company from the Companies module in Prestartr.
Invalid 'Plant Group' for ‘Plant Group must be at the lowest level’	Ensure the Plant Group (Column F) displays the lowest level of a Plant Group.  Example  Company Plant > Loads > 10T  - 10T would be the lowest level of the Plant Group.

 

 

 

 

 

 

Data Entry Video Summary

Now that you have entered your Companies, People, and Plant, it's time to start exploring some of the more specific features of Prestartr.