Managing and Servicing Equipment

Viewing and Updating Equipment Records

Find existing equipment records in the Equipment Maintenance module list. Use search and filter tools as needed. Open a record to view its details or click Edit to make changes (if you have permission and the record is in an editable state).

Equipment Workflow & Status

Equipment records progress through several statuses:

• Draft: The initial state for new, unsaved records.
• Active: The equipment is registered and operational. Maintenance schedules apply.
• Service Due: The system flags equipment with this status when scheduled maintenance (based on date, hours, or kms) is approaching or overdue. This relies on accurate maintenance schedules and, for usage-based servicing, up-to-date hour/km readings.
• Decommissioned: The equipment is no longer in active use and is archived.

Decommissioning Equipment

To remove equipment from active service:

1. Open the Active equipment record and select Edit.
2. Use the Decommission button (usually at the bottom of the form) and confirm. The record's status changes to Decommissioned. These records are archived but can be found by adjusting search filters.

Recommissioning Equipment

To return decommissioned equipment to service:

1. Find and open the Decommissioned record and select Edit.
2. Use the Recommission button and confirm. The record returns to Active.

Logging Service and Maintenance Events

Each time maintenance or service is performed, log it as a "Service" record. This builds a complete service history for the equipment.

Creating a Service Record

The best way to log a service is from the parent equipment record:

1. Open the relevant "Equipment Maintenance" record.
2. Navigate to the Service History section.
3. Click the Log New button. This opens a new "Service" form, automatically linking it to the equipment.

Completing Service Details

• Planned/Unplanned: Indicate if the service was scheduled or ad-hoc.
• Completed By: Select who performed the service. (Required)
• Service Date: Record when the service was done. (Required)
• Type: Specify the type of service (e.g., "Annual Inspection," "Oil Change"). (Required)
• Downtime (hours): Note any operational downtime.
• Details: Describe the work performed, parts used, and any observations.
• Attachments: Add service reports, invoices, etc.

Submitting a Service Record

Service records also have a workflow (e.g., Draft, Open, Completed).

• Save: Saves current progress on the service record.
• Scheduled (or similar, from Draft): Activates the service log, indicating it's planned or in progress.
• Completed: Finalizes the service record, marking the work as done. Completed service records appear in the "Service History" section of the linked equipment.

Service Notifications

The system may send email notifications for service events (e.g., "Service Due," "Service Overdue") if configured by your administrator.