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Trips and operations · Free Excel template

Site Equipment Allocation Plan

Plan which excavator, loader, crane or tanker goes to which site and for how long. Each request is a row; a 26-week board shows where every machine is each week, marks double bookings in red and leaves free machines empty. It works out the planned cost per site and each machine's share of allocated days, and flags machines that have not arrived or have stayed past their end date.

Get the plan (.xlsx) Arabic plan
Free: enter your name, email and job title and we email you the file. It works in Excel, Google Sheets and LibreOffice Calc, with no macros.
  • 26-week board by machine
  • Double-booking and arrival flags
  • Planned cost per site
safee-site-equipment-allocation-plan-en.xlsx
Machine18 Oct25 Oct1 Nov8 Nov15 Nov22 Nov29 Nov6 Dec
EX-01RUH-P1RUH-P1RUH-P1RUH-P1!! DMM-P3!! DMM-P3!! DMM-P3DMM-P3
EX-02JED-P2JED-P2JED-P2JED-P2JED-P2JED-P2JED-P2JED-P2
DZ-01JED-P2JED-P2
GR-01JED-P2JED-P2JED-P2JED-P2JED-P2JED-P2
MC-01DMM-P3DMM-P3DMM-P3DMM-P3DMM-P3
Example board on 21 October 2026: weeks start on Sunday; "!!" marks a machine booked to two sites in the same week.
What's in the file

Requests in, a board out, and the cost per site

The plant or equipment coordinator enters each site's requests, confirms them and marks machines on site and released. Project managers see their site on the Summary, and the board shows clashes and free machines before they cost money.

  1. 01

    Allocation plan

    Request number, machine, site, from and to dates, activity, who asked and the status: Requested, Confirmed, On site, Released. It works out days, cost and four flags.

  2. 02

    Weekly board

    26 weeks by machine from the start date on Settings, with the site code for each week, "!!" for double bookings and a marker on the current week.

  3. 03

    Equipment

    Each machine with type, owned or hired, cost per day and home yard, plus where it is today, days allocated on the board, its share of board days and its double bookings.

  4. 04

    Summary

    By site: machines on site today, requests not confirmed, machine-days and planned cost, active hours from tracking and rows with flags. Plus machines free today.

  5. 05

    Settings

    As-of and board start dates, currency, the "not seen at site" days, statuses, site codes and managers, and equipment types.

  6. 06

    Tracking columns

    First date seen at the site and active hours, copied from your tracking system's geofence and activity reports.

What is a site equipment allocation plan?

A site equipment allocation plan shows which machine is assigned to which site and for which dates. For a contractor running several projects it is where equipment requests meet the equipment you have: it shows when two sites want the same excavator, when a machine will be free for the next job, and what each site's equipment will cost.

Without one, machines are promised twice, idle machines stay on sites that no longer need them, and hired machines are brought in while owned ones stand in the yard.

How to use the allocation plan

  1. Set up site codes, managers, equipment types, currency and the board start date. Use each site's geofence name as its code if you track the machines.
  2. List the equipment with a cost per day: owning and running cost for owned machines, the daily hire rate for hired ones.
  3. Enter each request as a row with machine, site, dates and activity, status Requested.
  4. Check the weekly board for "!!" cells and free machines, then confirm or move requests.
  5. Update the status to On site when the machine arrives and Released when it leaves, with the first date seen at site from tracking.
  6. Review weekly: flags on the plan, free machines on the equipment list, the planned cost per site on the Summary.

How does the plan work out clashes and cost?

Days = to − from + 1 Cost = days × cost per day of the machine Double-booked = another period of the same machine, not released, overlaps: other.from ≤ this.to and other.to ≥ this.from Days inside board = MAX(0, MIN(to, board end) − MAX(from, board start) + 1) Share allocated = days inside board ÷ 182 Board cell = site code if a period covers any day of that week; "!!" if more than one

Released periods are left out of clashes, the board, today's site and planned cost. "Not seen at site" applies to Confirmed and On site periods whose start has passed by the days on Settings with no date seen.

Worked example: eight machines on 21 October 2026

  • Excavator EX-01 is on Riyadh Project 1 until 30 November, but Dammam Project 3 has requested it from 20 November. The two periods overlap for 11 days, so both rows are flagged Double-booked and the board shows "!! DMM-P3" for those weeks.
  • Bulldozer DZ-01 was due off Dammam Project 3 on 15 October but is still marked On site: Past end date, not released. Either it is still needed and the plan is wrong, or it should be moved.
  • Wheel loader WL-01 is On site at Riyadh from 15 October, but no date seen at the site is recorded: Not seen at site.
  • On the Summary, Riyadh Project 1 has 3 machines on site today, and three machines are free today.

How to make the plan work

  • One owner of the plan. Site managers request; one coordinator confirms, so there is one version.
  • Short periods, updated often. Book the dates the work needs, and extend when it is late, rather than booking machines for the whole project.
  • Use owned machines first. Before hiring, look for free owned machines on the board in the same weeks.
  • Check arrivals against tracking. A geofence per site tells you when a machine really arrived and left.
  • Price the idle weeks. A machine with a low share of allocated days is a candidate to sell, off-hire or move.

What the template does not do

The plan shows what you enter; it does not read tracking data or optimize the allocation. Planned cost is an estimate from the cost per day and does not include moves between sites. The board shows 26 weeks from the start date. To work out a cost per day for owned machines, use the Equipment Hourly Cost Calculator; to track hours on each machine, the Equipment Timesheet template.

Related Safee solution

See which site each machine is really on, and whether it works

Draw a geofence around each site and Safee's geofence reports list each machine's entry and exit, so the plan's dates can be checked against where the machines really were. Equipment Activity Status reads a digital input on the machine and shows it as active or not active, and the Equipment Activity report adds up the active time.

  • Geofence reports with each machine's entry to and exit from your sites.
  • Live monitoring of every machine on the map.
  • Equipment Activity report with active and non-active duration per machine.
  • Excel export to copy dates and hours into the plan.
FAQ

Questions about planning equipment across sites

Want to see which site each machine is on without calling the sites? Talk to Safee.

What is equipment allocation in construction?

Deciding which machine works on which site and when, so each site has the equipment its work needs, machines are not promised twice, and idle machines move to where they are needed or go off hire.

How does the plan find double bookings?

For each row it counts the other periods of the same machine that overlap its dates and are not released. Any overlap flags both rows, and the board shows "!!" for the weeks concerned.

Can I plan hired and owned machines together?

Yes. Mark each machine as owned or hired with its cost per day. The plan treats them the same, so you can see free owned machines before you hire.

What cost per day should I use?

For owned machines, the owning and running cost per day, which you can work out with the Equipment Hourly Cost Calculator. For hired machines, the daily hire rate or the monthly rate divided by the days in your contract.

Why compare the plan with tracking?

Plans drift. A geofence per site shows when each machine really arrived and left, so the plan stays true and cost per site is right.

How many machines and requests does it hold?

100 machines, 400 allocation rows and 25 sites. The board shows the first 60 machines on the equipment list over 26 weeks.

Does it work in Google Sheets?

Yes. Upload it to Google Drive and open it there. It also works in Excel and LibreOffice Calc, with no macros.

Next step

Know where every machine is, on every site

Tell us how many machines and sites you run, and we will show you how Safee's geofences and equipment activity show where each machine is and whether it is working.

Book a demo Get the plan
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Equipment Hourly Cost Calculator

What does an hour of real work from an excavator, loader or crane cost, and what does idling cost you a year?

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