Maintenance App
The Maintenance App keeps your preventative maintenance organized, on schedule, and fully documented. Instead of manually tracking when each piece of equipment needs service, the platform automatically monitors usage and calendar intervals, alerts you when maintenance is approaching, and keeps a complete historical record of everything that has been completed.
🔄 How Maintenance Status Works
Every maintenance job follows a defined lifecycle. Understanding these statuses tells you exactly what action is needed at each stage.
| Status | Meaning | Action Required |
|---|---|---|
| 🔵 Upcoming | Approaching the due threshold — advance warning so you can prepare | Plan ahead, order parts if needed |
| 🟡 Due | The maintenance interval has been reached — service is required now | Schedule and complete promptly |
| 🟢 Scheduled | A service date and assigned technician have been confirmed | Ensure the job is completed on the scheduled date |
| 🔄 In Progress | The job is actively being worked on | Monitor to completion |
| ✅ Completed | The maintenance has been documented and closed | Visible in History |
| 🔴 Missed | The maintenance was not completed before the next occurrence became due | Investigate and complete as soon as possible |
⚠️ Non-obvious: If a scheduled job is not completed within three days of the scheduled date, it automatically reverts to Due status. Complete scheduled jobs promptly to keep your workflow moving forward.
🖥️ The Dashboard
The Dashboard is your command center — it surfaces everything that needs attention right now.
Summary Charts
Maintenance Status Chart — A donut chart showing the current distribution of all maintenance jobs across Upcoming, Due, Scheduled, In Progress, and Completed statuses. Hover over any segment to see the exact count and percentage.
Maintenance Status Trend — A line chart showing Upcoming and Due maintenance activity over the last 7 days. Hover over any point to see the exact count for that date. Use this chart to identify patterns — such as recurring spikes on specific days or weeks — and plan staffing accordingly.
Maintenance Reminders List
Below the charts, the Maintenance Reminders List shows every asset with an active maintenance job. This is where day-to-day work happens.
What does each column mean?
| Column | Description |
|---|---|
| Asset | The equipment requiring maintenance |
| Serial Number | Asset serial number |
| Maintenance Plan | The plan governing this maintenance interval |
| Status | Current status — Upcoming, Due, Scheduled, or In Progress |
| Assigned To | The technician or team assigned to this job |
| Action | Schedule Job, Complete Job, or add an off-cycle repair |
Available tools: Search by asset name, plan name, or status · Filter by Upcoming or Due · Export to CSV
📅 Scheduling a Maintenance Job
When a job is Due or Upcoming and you're ready to plan the service, click the Schedule Job icon on that maintenance row. A dialog opens where you confirm and assign the work.
- Check for planning tasks — If the maintenance plan requires prep work before scheduling, a Complete Maintenance button appears. Complete any required pre-service tasks before proceeding.
- Review required parts — The dialog shows which parts are needed for this job. If parts are not on hand, click Purchase Kit to order them directly from the scheduling dialog.
- Set the schedule date — Enter the date the work is planned to occur.
- Add notes — Record any relevant context for the assigned technician.
- Assign a technician — Select the user responsible for completing the job.
- Submit — The maintenance status changes to Scheduled and the assigned technician's name is recorded.
💡 If you are missing parts, use Purchase Kit at the time of scheduling so they arrive before the service date — not after.
✅ Completing a Maintenance Job
When a job has been performed, click the Complete Job icon on the maintenance row to document and close it.
If a checklist is attached to this maintenance plan, you must complete it before the form can be submitted:
- Click Complete Task in the dialog
- Work through all checklist items
- Return to the completion form — the Submit button is now enabled
Then document the completed work:
What does each field mean?
| Field | Description |
|---|---|
| Work Order Documents / Photos | Upload supporting files — work orders, photos, inspection records |
| Job Number | Work order or reference number |
| Date of Service | When the maintenance was performed |
| Run Hours / Parameters | Asset meter reading or key operational parameter at time of service |
| Technician Notes | What was done, any issues found, recommendations |
| Completed By | The technician who performed the work |
Submit the form and the job is marked Completed. It moves to Maintenance History and is no longer shown in the active reminders list.
➕ Adding an Off-Cycle or Repair Job
Not all maintenance follows a planned schedule. For unscheduled repairs or one-off service needs, click the ➕ Add button on the Dashboard to create an off-cycle maintenance record. This captures the work in the system and preserves the historical record even when the work was not part of a pre-existing plan.
📜 Maintenance History
Click History in the sidebar to view all completed and missed maintenance records.
History Chart — Displays maintenance activity over your selected date range. Filter by annual view or set a custom From / To date range to narrow the period.
History Table — Lists all historical maintenance records.
What does each column mean?
| Column | Description |
|---|---|
| Service Date | When the work was completed |
| Status | Completed or Missed |
| Asset | Equipment that was serviced |
| Serial Number | Asset serial number |
| Maintenance Plan | The plan this job was part of |
| Assigned To | Technician who completed the work |
| Type | Calendar-based or Meter-based |
| Notes | Summary notes from the completion record |
Click View Details on any record to open the full documentation: who completed the work, when, run hours at service time, technician notes, attached documents, and any completed task checklists.
Available tools: Search by asset name, plan name, or status · Date range filter · Export to CSV
📋 Maintenance Plans
Maintenance Plans are the schedules that define when and how maintenance should occur for each asset. Click Plan in the sidebar to view and manage all plans.
Each plan in the list shows its name, description, and tags. Plans can be searched and filtered by tag or type.
Creating a Maintenance Plan
Click ➕ to create a new plan. Setup involves four main decisions.
1. Basic Information
What does each field mean?
| Field | Description |
|---|---|
| Plan Name | A clear, descriptive name for the maintenance schedule |
| Description | What this plan covers and why |
| Tags | Labels for organizing and filtering plans (e.g., by equipment type, location, or maintenance category) |
| Notifications | Users and email addresses to notify when maintenance is triggered. Type @ to select platform users, or enter any external email address. SMS notification is also available. |
2. Schedule Type
Choose how the maintenance interval resets after each completed job.
| Type | How It Works | Example |
|---|---|---|
| Fixed | Maintenance occurs at set intervals regardless of when the last job was completed. The schedule stays anchored to consistent milestones. | Due every 100 hours. Completed at 205 hours. Next due at 300 hours. |
| Offset | Maintenance interval is calculated from when the last job was actually completed. The schedule adjusts based on real service timing. | Due every 100 hours. Completed at 205 hours. Next due at 305 hours. |
3. Schedule Rules
Choose the type of trigger for this maintenance plan — Meter-Based or Calendar-Based. A single plan can include both.
Meter-Based Rules
Maintenance is triggered based on live sensor readings from the asset — such as run hours, pressure cycles, or mileage.
What does each field mean?
| Field | Description |
|---|---|
| Sensor Group | The sensor group on the selected assets to monitor |
| Sensor | The specific sensor whose value drives this rule |
| Upcoming In | The sensor value threshold at which the job status changes to Upcoming |
| Due Every | The sensor value interval at which the job becomes Due |
| Rule Type | Real-Time — maintenance is triggered the moment a live reading matches the rule condition. Scheduled — maintenance status is calculated periodically against the latest sensor data. |
How Meter-Based Thresholds Work — Example using Upcoming In = 10 and Due Every = 20:
| Cycle | Upcoming Status Triggered When | Due Status Triggered When |
|---|---|---|
| 1st | Sensor value ≥ 10 and < 20 | Sensor value ≥ 20 and < 30 |
| 2nd | Sensor value ≥ 30 and < 40 | Sensor value ≥ 40 and < 50 |
| 3rd | Sensor value ≥ 50 and < 60 | Sensor value ≥ 60 and < 70 |
Each cycle generates one maintenance record. Completing it before the next cycle prevents a Missed status.
Calendar-Based Rules
Maintenance is triggered based on elapsed time since the asset's creation date (Fixed) or last completed service (Offset).
What does each field mean?
| Field | Description |
|---|---|
| Upcoming In | How far in advance (in the chosen unit) the job status changes to Upcoming |
| Due Every | The time interval at which maintenance becomes Due |
| Unit | Day, Week, or Month |
How Calendar-Based Thresholds Work — Example using Upcoming In = 10 days and Due Every = 20 days:
| Interval | Upcoming Status Triggered When | Due Status Triggered When |
|---|---|---|
| 1st | Days since asset creation ≥ 10 and < 20 | Days since asset creation ≥ 20 and < 30 |
| 2nd | Days since asset creation ≥ 30 and < 40 | Days since asset creation ≥ 40 and < 50 |
| 3rd | Days since asset creation ≥ 50 and < 60 | Days since asset creation ≥ 60 and < 70 |
📌 Calendar-based maintenance status is always recalculated by the platform on a regular schedule — not in real time.
4. Assets, Checklists, and Parts
| Item | Description |
|---|---|
| Assets | Select which assets this plan applies to. Only assets accessible to your account are shown. |
| Planning Checklist | An optional checklist of tasks that must be completed before a maintenance job can be scheduled. Use this for pre-service inspections or procurement steps. |
| Completion Checklist | An optional checklist of tasks that must be completed during the maintenance visit before the job can be closed. |
| Parts / Products | Reference parts that need to be ordered ahead of the service visit. |
✅ Result: Once saved, the plan automatically generates maintenance records for all assigned assets based on the configured rules. Notifications are sent to all designated contacts when maintenance status changes.
Editing a Maintenance Plan
Open any plan from the Plan list and click EDIT. All fields — basic information, schedule type, rules, assets, notifications, and checklists — can be updated. Changes take effect immediately and the platform recalculates maintenance status for all affected assets.
Deleting a Maintenance Plan
Click the delete icon on the plan's row in the Plan list. Deleting a plan removes all associated maintenance rules and notification subscriptions. Historical maintenance records for assets under this plan are preserved.
🔄 Common Workflows
Workflow 1 — Daily Maintenance Check
- Open the Dashboard
- Review the Status Chart — note any spike in Due items
- Scan the Maintenance Reminders List for Due and Upcoming jobs
- For Due items: click Schedule Job → assign a technician and date
- For Scheduled items past their date: confirm completion or investigate delay
✅ Result: Every maintenance item has a clear owner and a planned date, preventing Due jobs from aging into Missed.
Workflow 2 — Completing a Scheduled Job
- Open the Dashboard and find the job with Scheduled status
- Click Complete Job
- If a checklist is required, click Complete Task and work through it first
- Upload supporting documentation (work order, photos)
- Enter the job number, service date, run hours, and technician notes
- Submit — the job moves to Completed and appears in History
✅ Result: A fully documented maintenance record is created and the asset's service history is updated automatically.
Workflow 3 — Setting Up a New Meter-Based Maintenance Plan
➕ Create a new plan
└─ Enter name, description, and notification contacts
└─ Set Schedule Type: Fixed or Offset
└─ Add a Meter-Based rule
└─ Select sensor group and sensor
└─ Set Upcoming In and Due Every thresholds
└─ Set Rule Type: Real-Time or Scheduled
└─ Assign assets from the dropdown
└─ Attach completion checklist (optional)
└─ Save
✅ Result: The platform begins monitoring the selected sensor on all assigned assets and generates maintenance records automatically when thresholds are crossed.
Workflow 4 — Reviewing Maintenance History for an Asset
- Click History in the sidebar
- Use the date range filter to set the review period
- Search by asset name to narrow the results
- Review the Status column — any Missed records warrant investigation
- Click View Details on any record for the full service documentation
✅ Best Practices
- 📅 Check the Dashboard daily or weekly. Staying ahead of Due dates prevents maintenance from becoming Missed — which affects both asset reliability and warranty compliance.
- ⏱️ Complete scheduled jobs within three days. Jobs not completed within three days of their scheduled date automatically revert to Due status. Prompt completion keeps statuses accurate and your team's workload predictable.
- 🏷️ Use tags to organize plans at scale. Tag plans by equipment type, facility, maintenance category, or service team so they are easy to search and filter as your plan library grows.
- 🔩 Order parts at the time of scheduling. The Purchase Kit feature in the scheduling dialog is designed for this — using it ensures parts arrive before the service date.
- 📝 Document thoroughly when completing jobs. Detailed technician notes help the whole team understand what was done and make it easier to identify recurring issues across similar assets.
- 📊 Review History periodically. Assets with frequent Missed or off-cycle repairs may need their maintenance plan intervals adjusted, or may indicate a deeper reliability issue worth investigating.
💡 Tips & Shortcuts
| Tip | How |
|---|---|
| See only what's urgent | Use the Due filter button on the Dashboard to show only overdue items |
| Find a specific asset quickly | Use the search bar on the Dashboard or History page |
| Export for external reporting | Click Export to CSV on the Dashboard or History page |
| Order parts without leaving scheduling | Click Purchase Kit in the Schedule Job dialog |
| View full service documentation | Click View Details on any History record |
| Add unplanned repairs | Click ➕ Add on the Dashboard to create an off-cycle maintenance record |
📎 Additional Notes
- Document Links: Use the "Document links" (Href) field when creating plans to link to maintenance service manuals.
🔗 Related Apps
- ⚙️ Assets — Assets that maintenance plans are assigned to
- 🔍 Inspections — Inspections triggered by maintenance jobs
- ✅ Checklists — Checklists used during maintenance completion
- 📝 Contracts — Maintenance contracts covering these plans