Maintenance plan (create or edit plans)

Maintenance plan tab

The maintenance plans view helps to track and follow recurring maintenance. Users who have Editor rights to maintenance can create and edit maintenance plans. Normally the calculation for the next maintenance is calculated from the date of when the last maintenance was closed.

To create and see the current maintenance plans, open Maintenance > Maintenance planning.

Next to every maintenance plan, there are the following functional icons:

Creating a new maintenance plan

1. Open Maintenance > Maintenance planning

  1. Click New maintenance plan

3. Add basic information:

a. Name (Mandatory)

b. Schedule type

    • Interval in days > How often should the maintenance be repeated on the item?

    • One time > Maintenance will be performed once, for example, when the item is first put into use. If necessary, maintenance can be repeated. In the "Perform within" section, mark the number of days after which the first maintenance should be performed and mark the starting point for this timeframe.

c. Maintenance type

    • Standard > Maintenance can be edited also after closing it.
    • Compliance > It's not possible to delete compliance maintenance from the item. It's mandatory to provide a reason if the maintenance is edited after it has been closed.
      • L.O.L.E.R. > A compliance maintenance for lifting equipment used mainly in the UK. The possibility for L.O.L.E.R support is available for the Trail users in the UK.

d. Consider only successful maintenance in date suggestions > If some of the maintenance steps fail during the inspection, the date calculation for the following maintenance will not be started after closing the maintenance work. The calculation is started only from the latest successful and completed maintenance.

e. Maintenance steps

    • There is a possibility to create detailed maintenance steps and categories for the maintenance steps to create step-by-step guidance for the maintenance work.
    • The options for completing a step are Pass/Fail; N/A /Pass /Fail; and Custom answer
    • If the maintenance steps are not yet activated in your Trail environment, please contact your Trail key user. The steps can be enabled from "General settings".

f. User groups to be notified > The selected users will receive email notifications for upcoming (notify on upcoming maintenance) and overdue maintenance

g. Notify on upcoming maintenance > It's possible to determine how many days before the due date of maintenance the user should receive an email about the upcoming maintenance work

Otherwise, notifications of upcoming and overdue maintenance will be sent to the responsible user of the item, as well as to the email addresses added to the location or department information (section: Email Notifications - Receives All).

h. Description > General information about the maintenance plan

4. Click Continue 

5. Select the models that the maintenance plan applies to and click Finish


Adding a maintenance plan for an individual item

It is possible to add a maintenance plan separately for an individual item. This can be done via the item card:

  1. In the scheduled maintenance section there is a link "Add maintenance plan to item"

  1. Click on the "Add maintenance plan to item" link to select the maintenance plan you want to add

  1. Select the maintenance plan and press the Add button. Now the maintenance plan has been added only for this particular item and is displayed under "Scheduled maintenance"


Maintenance plan page 

1. Open Maintenance > Maintenance planning

  1. Click the name of the maintenance plan
  • Edit > Allows to edit the basic information of the maintenance plan.
  • Delete > This action will delete the whole maintenance plan from the system. Be careful when pressing this.
  • Select models concerned > Allows to add or remove models included in the maintenance plan.
  • Items concerned > Provides a list of all the individual items that are included in the maintenance plan.
    • Disable > For example if an item is temporarily placed in storage and therefore does not need to be maintained for some time. From this view, the maintenance plan can be reset back to the item.
    • Remove > Removes the maintenance plan from the item. Concerns only those individual items that have separately been added as part of the maintenance plan (and not through selecting the model).