Parts App
The Parts App is your fleet-wide parts management system. It automatically monitors every installed part across your assets — checking whether each part is genuine, approved for the equipment it's on, and within its usable lifetime. When parts are approaching expiry, you're alerted in advance so replacements can be planned before failures occur.
📊 What the Parts App Tracks
Every part installed on an asset is monitored across three independent dimensions simultaneously.
| Dimension | What It Checks | Why It Matters |
|---|---|---|
| Validity | Whether the part is within its defined operational lifetime | Prevents operating equipment with expired components |
| Authorization | Whether the part is a verified genuine OEM component | Identifies non-genuine or unverified replacement parts |
| Compliance | Whether the part number is approved for the specific asset model it is installed on | Ensures the right part is on the right equipment — a compliance failure can void warranties or create safety risks |
📌 Target thresholds to aim for across your fleet: Valid parts > 95% · Authorized parts = 100% · Compliant parts = 100%
🖥️ The Dashboard
The Dashboard gives you an immediate health check of all parts across your accessible assets through three summary charts.
📊 Parts Validity Statistics
A pie chart showing the current distribution of part lifetimes across the fleet.
| Status | Meaning |
|---|---|
| ✅ Valid | Part is within its defined operational lifetime — no action needed |
| 🟡 Due for Replacement | Part is within 14 days of expiry — plan a replacement now |
| 🔴 Expired | Part has exceeded its lifetime — replace immediately |
| ⚪ Invalid | Part was never valid for this asset — investigate and replace |
🔐 Parts Status Statistics
A pie chart showing authorization status across all installed parts.
| Status | Meaning |
|---|---|
| ✅ Authorized | The part's tag or serial number matches the manufacturer database — confirmed genuine OEM part |
| 🔴 Unauthorized | The part does not match the database — indicates a non-verified or potentially non-genuine component |
✔️ Parts Compliance Statistics
A pie chart showing whether installed parts are approved for the equipment they are on.
| Status | Meaning |
|---|---|
| ✅ Compliant | The part number is on the approved list for this asset model |
| 🔴 Non-Compliant | The part number is not approved for this asset model — replace with the correct component |
💡 Hover over any segment in the three charts to see exact counts and percentages. The goal is to keep pink segments as close to zero as possible.
🔢 Part Numbers Summary
The Part Numbers Summary lists all unique part types in your system — your parts catalog. Each entry shows the part number, part name, description, and any organizational tags.
Use this section when looking up part specifications, checking what part types exist in your system, or preparing purchase orders.
Available tools: Search by part name, number, or description · Filter by type or tags · Toggle between grid, list, and card views · Request Data to export the full catalog
📋 Parts Summary
The Parts Summary is where detailed per-unit tracking happens. It lists every individual serialized part currently installed across all your accessible assets.
What does each column mean?
| Column | Description |
|---|---|
| Part Serial Number | Unique identifier for this specific installed part instance |
| Part Number / Model | The part type designation |
| Asset | The asset this part is installed on, shown by telematics number and model |
| Lifetime (Days) | The total defined operational lifetime of this part |
| Life Remaining | Percentage remaining and a visual progress bar |
| Last Reported | When data was last received for this part |
| Valid Till | The exact expiration date based on installation date and lifetime |
| Compliance | ✅ Compliant or 🔴 Non-Compliant |
| Authorization | ✅ Authorized or 🔴 Unauthorized |
| Validity | Valid, Due for Replacement, Expired, or Invalid |
| Order | Quick access to order a replacement part directly from this row |
🎨 Understanding Badge Colors
| Badge Color | Meaning |
|---|---|
| 🟢 Green | All good — Compliant, Authorized, or Valid |
| 🔴 Pink / Red | Needs attention — Non-Compliant, Unauthorized, or Expired |
| ⚪ Gray | Neutral — Disposed or Not Applicable |
ℹ️ How Parts Are Tracked
Validity
Every part has a predefined lifetime measured in days, set at the part model level. The clock starts the moment the part is installed on an asset. The platform recalculates validity automatically every day.
| Remaining Days | Status |
|---|---|
| More than 14 days remaining | ✅ Valid |
| 14 days or fewer, but not yet expired | 🟡 Due for Replacement |
| Past expiry (negative remaining days) | 🔴 Expired |
| Otherwise (no valid installation data) | ⚪ Invalid |
📌 The 14-day buffer is built into the platform. Once a part enters the Due for Replacement window, you have two weeks to plan and execute the swap before it becomes Expired.
Authorization
When a genuine OEM part is installed, its tag or serial number is verified against the manufacturer's database. If it matches, the part is marked Authorized. If it does not — because the part is a non-OEM replacement or its tag is unverified — it is marked Unauthorized. This check happens automatically each time data is received from the asset.
What to do with Unauthorized parts:
- Identify which asset the part is on using the Asset column
- Investigate the procurement source for that part
- Prioritize replacement of safety-critical unauthorized parts immediately
- Implement procurement controls to prevent non-genuine parts from entering your inventory
⚠️ Non-obvious: Using unauthorized parts can void equipment warranties, create safety risks, and lead to premature component failure.
Compliance
Compliance is checked against an approved parts list defined at the asset model level. When a part is installed, the platform checks whether that part number is on the approved list for the specific model of equipment it is installed on.
- Compliant — the part number is approved for that asset model
- Non-Compliant — the part number is not on the approved list for that equipment
A pink Non-Compliant badge means the wrong part is on the wrong machine. Address these promptly by replacing the part with the manufacturer-approved component for that asset model.
🔔 Automated Alerts
The platform sends automatic email notifications to subscribed users when any of the following conditions are detected on their assets:
- A part's validity changes to Expired or Due for Replacement
- A part is identified as Unauthorized
🔄 Common Workflows
Workflow 1 — Weekly Parts Health Check
- Open the Parts Dashboard
- Review the three pie charts — note the size of any pink segments
- If Validity shows any Expired or Due for Replacement portions, go to Parts Summary and filter by those statuses
- For each flagged part, note the asset and use the ORDER button to initiate procurement
- If Authorization shows any Unauthorized parts, investigate the procurement source and schedule replacements
- If Compliance shows any Non-Compliant parts, identify the asset and replace with the correct model-approved component
✅ Result: A complete view of parts health across the fleet, with actionable next steps for every issue identified.
Workflow 2 — Proactive Replacement Planning
- Go to Parts Summary
- Review the Life Remaining column — identify all parts below 20% remaining life
- Check the Valid Till dates to confirm replacement timing
- Submit parts requisitions 30–60 days before expiry to ensure components arrive before they are needed
- Schedule replacements during planned maintenance windows to avoid unplanned downtime
✅ Result: Parts are replaced on a planned schedule, eliminating emergency replacements and unplanned downtime.
Workflow 3 — Finding Parts on a Specific Asset
- Go to Parts Summary
- Search or filter by the asset's telematics number or model
- Review all parts installed on that asset across the Validity, Authorization, and Compliance columns
- Address any issues identified before the asset's next scheduled service
Workflow 4 — Exporting Parts Data for Reporting
- Go to Parts Summary (or Part Numbers Summary for the catalog)
- Apply filters to scope the export — by status, validity, asset model, or date range
- Click Request Data to generate the export file
- Save with a descriptive filename including the date
Common uses include monthly management reporting, inventory reconciliation, compliance audit documentation, and procurement planning.
📌 Parts data can also be created and updated in bulk using the Ingestion app — the recommended approach when loading an initial parts inventory across a large fleet. See the Ingestion documentation for details.
✅ Best Practices
- 📅 Check the dashboard weekly. Review the three pie charts for any growth in pink segments — particularly Expired and Unauthorized. Catching these early prevents them from becoming operational or safety issues.
- 🔁 Replace parts at 20% remaining life. This gives you a consistent buffer to order, receive, and schedule installation without rushing. The Valid Till date tells you the exact deadline.
- 🚫 Never operate equipment with expired safety-critical parts. Address Expired validity on safety components immediately — do not wait for a scheduled maintenance window.
- 🔐 Investigate all Unauthorized parts. Unauthorized does not always mean counterfeit — a part may simply have been received without proper tagging — but every Unauthorized part warrants an investigation into its source.
- 📋 Use tags on part numbers to organize your parts catalog by equipment family, maintenance type, or criticality. This makes filtering and search significantly faster as your catalog grows.
- 📦 Order 30–60 days before expiry. Lead times for OEM parts vary. Building in this buffer ensures replacements are on hand before the part becomes Expired.
💡 Tips & Shortcuts
| Tip | How |
|---|---|
| Find expired parts instantly | Filter Parts Summary by Expired in the Validity column |
| Find unauthorized parts | Filter Parts Summary by Unauthorized in the Authorization column |
| Order a replacement | Click the ORDER button directly on any Due or Expired part row |
| Export for audit | Apply your filters, then click Request Data to download the current view |
| Switch views | Toggle between grid, list, and card views in the Part Numbers Summary |
| See exact counts | Hover over any chart segment for precise counts and percentages |
🔗 Related Apps
- ⚙️ Assets — View parts within an asset's digital twin
- 📚 Manuals — Parts diagrams and annotated PDFs
- 🛒 Ecommerce — Order replacement parts
- 📦 Inventory — Track parts inventory levels