Industry
Municipalities & Public Authorities
Manage public works vehicles, machinery and equipment, plus other public inventory, in a traceable way — with a complete history for every inspection.
Up to 50 objects free forever · no credit card required
Public works fleet managed centrally
Capture municipal vehicles, trailers and machinery as their own asset type, with assignment, status and location in one place instead of a separate spreadsheet.
VehiclesTraceability for public inventory
Who captured, changed or inspected an asset stays fully documented — important for accountability towards residents.
Inventory & AssetsStatutory inspection obligations under control
Inspection and maintenance deadlines for vehicles, machinery and equipment from a pre-installed catalog, including the legal basis — nothing slips by unnoticed.
Inspections & MaintenanceKeys to public works yards, stores and properties
Manage locks and key copies for the public works yard, stores and other properties with clear responsibility.
KeysResponsibilities across multiple locations
Assign employees to different locations and departments and always see who is responsible for what.
People & QualificationsWhy digital inventory management matters for municipalities
Public works yards, fire stations, administrative buildings, schools and other municipal sites together hold a large number of vehicles, machines and equipment. Because these are spread across several locations and used by changing staff, a shared, reliable overview is needed instead of separate lists per department — especially when a municipality manages several districts or outposts with their own stock.
Public inventory is also subject to particular accountability towards residents: who procured, changed or inspected an asset should always be traceable, even years later during an audit or a council inquiry.
Common challenges in municipal administration
Many municipalities still run their inventory across several parallel spreadsheets — one per department, sometimes even one per employee. When the public works yard, the fire department and the property team each keep their own lists independently, conflicting stock counts, duplicate vehicle entries and gaps in responsibility appear quickly.
There's also the particular expectation placed on a public authority: inspection records for vehicles and equipment must be produced in full on request, and a change in responsibility — a staff change or a reorganization — must not leave a knowledge gap. Procurement itself gets harder too: without a reliable stock overview, it's hard to tell whether a new machine is genuinely needed or whether an existing one, simply misassigned, is sitting unused in another department.
What assets can be managed with Kernas
Municipal vehicles, trailers, public works machinery such as street sweepers or snow ploughs, backup generators, and fire and civil protection equipment are captured as their own assets with location, assignment and status — instead of a separate spreadsheet per department. Keys to the public works yard, storage and other properties can also be run through key management with clear responsibility.
The fleet itself is organized through vehicle management, including mileage, status and next service date. Kernas deliberately stays focused on assets, vehicles, buildings and their related processes — not on resident registries or finance, which remain the domain of the appropriate dedicated systems.
Organizing inspections, maintenance and proof centrally
Vehicles, machinery and equipment are often subject to recurring, legally mandated inspections. Inspections and maintenance management covers common obligations with a pre-installed catalog and legal basis, and can be extended with your own municipality-specific ones — such as the annual check on a backup generator or a fire hose.
Due inspections are visible centrally, with a complete history and attached proof — an important basis when inspection records need to be presented to supervisory authorities, the council, or during an audit. Responsible people for an asset or a vehicle group get an automatic reminder before a deadline expires, instead of having to work through a list themselves.
Connecting multiple sites, responsibilities and documents
Locations can be mapped as a hierarchy, with the public works yard, fire station, school and administrative building as their own units, each with assigned assets. Employees are assigned to locations and departments, so it's always clear who is responsible for what — even across a staff change, because responsibility is recorded on the asset, not only in one person's memory.
Documents such as inspection reports, photos or invoices can be attached directly to the relevant asset, instead of disappearing into separate filing systems or paper folders — so a new yard supervisor finds every relevant document for a vehicle or machine immediately after taking over.
From parallel spreadsheets to a central platform
When several departments each keep their own spreadsheet for inventory, duplicate entries and conflicting versions appear quickly — for example when a vehicle moves between the public works yard and the building department but only one of the two lists gets updated. A central platform solves this without losing existing data.
AI import automatically recognizes the columns of an existing list and suggests the right mapping, so inventory from several departments can be brought together in a short time inside a shared location management structured by site.
Frequently asked questions from municipalities and public authorities
Is Kernas suitable for a municipality's public works yard?
Yes. Municipal vehicles, trailers, machinery and other public works inventory can be captured centrally as assets with location, assignment and status.
Can several locations be managed at once, such as the public works yard, fire station and administrative building?
Yes. Locations can be mapped as a hierarchy, and every asset is assigned to exactly one location.
Are changes to the inventory documented in a traceable way?
Yes. Who captured, changed or inspected an asset stays documented — important for accountability towards residents.
Can keys to buildings and vehicles be managed?
Yes. Locks and key copies can be captured with security relevance and a responsible person; if one is lost, that person is notified automatically.
Does Kernas also manage resident or financial data?
No. Kernas is not a system of record for residents or finances — it focuses exclusively on assets, vehicles, buildings and their related processes.
How are statutory inspection obligations for municipal facilities handled?
A pre-installed catalog with legal basis covers common inspection and maintenance obligations and can be extended with your own municipality-specific obligations.
Ready to digitize your inventory?
Get started with Kernas today.
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Up to 50 objects free forever · no credit card required