Regular maintenance keeps your golf cart safe and reliable for guests. But how should you track that maintenance? The answer depends on how many carts you manage and how serious you are about documentation.
The Case for Paper Logs
A printable golf cart maintenance log is simple, free, and requires no technical setup. You can keep it in a binder at your property or with your cart's documentation.
Advantages of Paper Logs
- No cost: Print and go
- No learning curve: Anyone can fill in a form
- Physical record: Tangible documentation for inspections
- No internet required: Works anywhere
Disadvantages of Paper Logs
- Can be lost or damaged: Water, fire, and misplacement happen
- Hard to search: Finding specific records takes time
- No reminders: You have to remember to check it
- No photo support: Can't attach images to entries
- Single location: Only accessible where the paper is stored
The Case for Digital Logs
Digital maintenance tracking offers automation, accessibility, and integration with other systems. For hosts with multiple carts or properties, the benefits often outweigh the costs.
Advantages of Digital Logs
- Cloud storage: Access from anywhere, never lose records
- Automatic reminders: Get notified when maintenance is due
- Photo attachments: Document condition with images
- Searchable history: Find any record instantly
- Reporting: See trends and costs over time
- Integration: Connect with guest check-in workflows
Disadvantages of Digital Logs
- Cost: Most solutions require a subscription
- Learning curve: Takes time to set up and learn
- Internet required: Need connectivity to access
When to Use Each Approach
Paper Makes Sense When:
- You have one cart at one property
- You perform maintenance yourself
- You're not concerned about long-term record keeping
- Budget is a primary concern
Digital Makes Sense When:
- You manage multiple carts or properties
- You want maintenance reminders
- You need to prove maintenance history (for liability or resale)
- You want to integrate with guest check-in workflows
Our Recommendation
For most vacation rental hosts with golf carts, we recommend starting with a simple digital solution. The benefits of automatic reminders and cloud storage outweigh the modest cost. And if you ever face a liability claim, having timestamped, searchable maintenance records could be invaluable.
CartHost includes maintenance tracking as part of its golf cart management platform, along with guest waivers and inspection photos. It's designed specifically for vacation rental hosts who want to protect themselves while providing a great guest experience.