Maintenance plans can be set up to track and remind you when equipment needs to be checked, calibrated, or other maintenance tasks performed. Currently, maintenance periods are time-based and specified in months. In the future, we will be adding additional options including "before/after every check out".
Setting up and using maintenance plans has three overall steps:
1. Creating one or more maintenance plans (e.g. "Yearly Calibration" or "Change Oil")
2. Schedule Maintenance for an item using one or more plans
3. See a report of maintenance that is due now (or soon)
4. Perform Maintenance on a specific item
Creating & Editing Maintenance Plans
To create a maintenance plan:
- Go to Settings -> Inventory -> Maintenance Plans
- Click "Add New"
- Enter the "Name" of the plan (e.g. "Yearly Calibration")
- The frequency of the plan in months (e.g. "12")
- You can also set a frequency of 0 to allow the plan to be used for one time maintenance or repair
- The description of what needs to be done
- If this type of maintenance is done by a third party provider, you can specify the name and contact information for that provider
Similarly, you can edit any existing maintenance plans by clicking the "Edit" button
If an item is not yet due for maintenance, you can schedule the next time one or more maintenance plans should be triggered.
To schedule maintenance for an item:
- Search for that item on the item details page click "Maintenance"
- Click "Schedule"
- Select the Maintenance Plan for this item
- Specify the "Date to be Performed" which should be when maintenance is due next
- You can optionally specify who will be performing the maintenance (this will default to the Provider information specified in the plan) and notes
- Click "Save"
You can schedule multiple maintenance plans for the same item. For example "Calibration" and "Renew Warranty" could both be maintenance plans for the same item. You can also re-use the same maintenance plan for multiple items and types of items.
Upcoming Maintenance Report
You can see all upcoming (or overdue!) maintenance by going to:
Inventory -> Maintenance
By default, this item shows the most recent or next time maintenance is due for your items. If an item is overdue, it will be highlighted in red, if the item is due soon, it will be highlighted in yellow. You can search or filter the report by typing in the "Search" box in the upper right of the listing, or sort by any of the columns (due date is the default).
The Status for each item can be:
- Pending: maintenance has not been started
- Partial: Maintenance has started but is not yet complete
- Start: this allows you to start maintenance on the item, which species the item is now undergoing (or has been sent out for) maintenance
- Record: record maintenance once the maintenance is completed. You can skip the "start" step and directly record maintenance was completed.
- You can even specify when maintenance was recorded in the past.
- Skip: skipping maintenance will skip this scheduled maintenance and automatically reschedule it for the next maintenance period.
Starting and Recording Maintenance
You can record maintenance from either the maintenance report, or from the maintenance page for a specific item.
You can Start maintenance, which allows you to:
- Specify that maintenance has started for this item
- The "Details" button will show the description of the maintenance to be performed and the default "provider" information.
- Completion status: this will show "partial" meaning maintenance is in progress or partially completed.
- Date to be performed is when this maintenance is (or was) due
- Date started would be the date maintenance was started (defaults to today's date)
- Performed by: this can be changed, but defaults to the Provider specified in the plan
- Notes: any notes about the maintenance being performed
- Save: save that maintenance has started
You can Record maintenance that has been completed either after starting maintenance, or directly. After clicking Record on the maintance you want to record has been completed, you will:
- See the "Details" button will show the description of the maintenance to be performed and the default "provider" information.
- The completion status will be "Done"
- Date to be performed is the original date the maintenance was due
- Date Performed is the actual date the maintenance took place
- Cost is the cost paid for the maintenance (e.g. if done by a third party)
- Schedule next: checked by default and this will schedule the next maintenance for the plans period after the completion date. This means that even if maintenance is performed late, the next scheduled maintenance will be the correct amount of time after the current maintenance was done.
- Performed by: if a different provider or person actually did the maintenance, you can update that information here.
- Notes: free-form notes about the maintenance
- Save -- confirm the information and record maintenance was completed.
If you did not uncheck "Schedule" next, you should see the next maintenance scheduled in the list after saving.