Maintenance

Service plans remind you when a tool is due for maintenance, an inspection or a calibration. A tool is out of service when a blocking plan is overdue or failed, or when it has open damage.

Service plans need the Crew plan or higher.

Who can do this: Staff set up service plans, record service and review damage reports. Anyone who works with a tool can report damage.

Add a service plan

Service plans are for tools only.

1. Open the tool and select Add plan for this tool. Or open an item type and select Service plans.
2. Choose the Kind: Maintenance, Inspection or Calibration. You can’t change it after you create the plan.
3. Enter a Name and Every (days). This can be from 1 to 3650.
4. Set Warn this many days before. The default is 14.
5. If the tool has a meter, enter Or every (meter units) and the Meter unit, such as hours or km.
6. For a tool with no service record yet, you can enter a First due date (optional).

Blocks check-out when overdue or failed is on by default for inspections and calibrations. It is off for maintenance. Tick Safety: only owners and admins can override for checks that keep people safe, such as a harness inspection. Select Add plan to save.

Archiving a plan can’t be undone.

Plan states

Each plan shows one of these states: “OK”, “Due soon”, “Overdue” or “Failed”. A plan is not overdue on its due day. The next due date is the interval after the last record.

Record a service

1. Select Record service.
2. Choose the plan, or Other (no plan).
3. Enter the kind, the Date done, Pass or Fail, cost, notes, meter reading, done by, photos and the PDF certificate. The Date done can’t be in the future.
4. If the service fixes damage, choose the report under This fixes.

Maintenance can only be recorded as done. To show that an inspection failed, record it as Fail.

Records can’t be edited. To correct one, select Void and give a reason. The record stays in the list, struck through.

Add a meter reading

Select Add reading. Staff can add a reading to any tool. Field users can add one to tools they hold.

Out of service tools

Check-out is refused for a tool that is out of service. Its page shows Out of service and the reasons.

Staff can still check the tool out with a reason:

1. Select Check out anyway.
2. Enter the Reason. The reason stays in the tool’s history.

For a safety plan or damage marked as a safety issue, only owners and admins can do this. Kits can’t override a block, so check the tool out on its own. Check-in, give, take, and transfer to a location or repair shop still work.

Report damage

1. Select Report damage.
2. Answer What is wrong?
3. Tick This is a safety issue if it is one.
4. Add up to 5 photos if you can.

The tool is out of service at once. You can report damage with no connection. It will be sent when you have a connection.

Review damage reports

Staff review reports on the Damage reports page (under Review in the menu). Filter them by Open, Fixed, Dismissed or All.

A report is fixed only by a passing service record that lists it under This fixes. Or dismiss it with a reason. Once a report is fixed or dismissed, it is final.

Alerts and the service report

Due soon and overdue alerts go to the holder, if it is a person, and to owners and admins. They are sent once per cycle, and checked hourly. A failed service alerts when it is recorded. Damage reports alert owners and admins.

Home cards show tools due soon and tools out of service. The Service report lists them too. See reports.