Maintenance plan (create or edit plans)

What you can do on the page

On Maintenance > Maintenance planning, you can:

• Create new maintenance plans
• Edit existing plans
• Link maintenance plans to item models or individual items
• Delete maintenance plans or disable them for specific items

Creating a maintenance plan

Creating a maintenance plan requires editor-level user rights for maintenance.

1. Open Maintenance > Maintenance planning
2. Click New Maintenance Plan
3. Fill in the maintenance plan details:

Basic Information

• Name (required) – Descriptive name, e.g., Annual inspection of audio items
• Schedule type
  • Interval – Interval in days (e.g., 365)
  • One time – Maintenance is performed once (e.g., during item purchase)
    • Define how many days until the maintenance is due and from which date the calculation starts.
• Maintenance type
  • Standard – Information can be edited after closing the maintenance
  • Compliance – Maintenance cannot be deleted. Any change after closing requires a separate explanation. Soft deletion of the item is allowed; permanent deletion is not possible.
  • L.O.L.E.R – Statutory maintenance for lifting equipment (mainly used in the UK)
• Category – Additional setting to group maintenance plans (explained further at the end of article)

Settings

• Consider only successful maintenances in date suggestion – If a step is rejected, the next maintenance date is calculated from the last successful maintenance

Maintenance steps

• Add checks and subheadings to cover what needs to be done.
• Steps can be made visible from general settings (admin user).
• Each step can have: Pass; Fail; N/A; Custom answer (e.g., for measurement results)

Notifications and reminders

• User groups to be notified – Which user groups receive notifications for upcoming and overdue maintenance
• Notify on upcoming maintenances – How many days in advance the reminder is sent
• More information on notifications and recipients can be found here: Notifications

Description

• Free field for additional information about the maintenance plan

4. Click Continue
5. Select the item models the maintenance plan applies to

6. Click Finish
7. The maintenance plan is now linked to all items of the selected models.

Adding a maintenance plan to a single item

A maintenance plan can also be added to just one item:

1. Open the item card
2. Go to Scheduled maintenance
3. Click Add maintenance plan to item
4. Select the maintenance plan
5. Click Add
6. The maintenance plan now applies only to that item.

Editing or deleting a maintenance plan

1. Open Maintenance > Maintenance planning
2. Click the maintenance plan name
3. From this view, you can:

• Edit – Update maintenance plan details or edit maintenance steps
• Delete – Use with caution! Removes the entire maintenance plan from the system
• Select models the plan applies to – Add or remove item models
• Items concerned – List of items covered. Possibility to remove individually added items.
• Disable – Pause the maintenance plan for an item, for example during storage. To resume, click Enable

Additional features for maintenance plan

Category

Additional user right setting. Allows to group maintenance plans

How to create category

1. Needs Editor rights for: Maintenance plan category
2. Open Admin - Maintenance plan categories
3. Click Create > Type in the name > Click Create

How to use?

1. When creating maintenance plan, select needed category from the dropdown.
2. Users can search maintenance plans based on this information, for example on the Maintenance planning, or Scheduled maintenance page.

Interval based on odometer or operational hours

Additional setting. Maintenance can be scheduled based on usage rather than time. Currently supported fields for the interval count: Odometer and Operational hours. Make sure maintenance's item model has the field added.

How to create usage-based maintenance plan?

1. Go to Maintenance - Maintenance planning
2. Click New maintenance plan
3. Enter details
   1. Name
   2. Scheduled type - need to be interval in this case
   3. Other optional steps/instructions
   4. Maintenance interval - add:
• Field: Odometer or Operational hours
• Interval: how often maintenance occurs
• Count as upcoming when left: Status of scheduled maintenance will change to "Upcoming" when interval end is closer than this value.
• Example: Interval: 1000 km and Count as upcoming when left: 100 km. Scheduled maintenance page shows in upcoming when odometer is between 900km -1000km

4. Click Continue
5. Select affected models
6. Click Finish