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The Maintenance module manages the upkeep of your physical assets — logging maintenance activities, handling repair requests, and ordering parts through Procurement when needed.

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What Maintenance owns

  • Maintenance logs — records of completed maintenance activities per asset
  • Maintenance requests — reported issues and repair requests from staff

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Data flows into Maintenance from

ModuleWhat it sends
AssetsAsset records for maintenance tracking

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Data flows out of Maintenance to

ModuleWhat it sends
ProcurementParts orders

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Common tasks

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Submit a maintenance request

1

Open Maintenance → Requests → New Request

2

Select the asset

Choose the asset that needs attention from the Assets register.
3

Describe the issue

Write a clear description of the fault or required work.
4

Set priority

Choose a priority level: Low, Medium, High, or Critical.
5

Submit

The request is queued and a notification is sent to your maintenance team.

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Assign and complete a request

1

Open Maintenance → Requests and find the request

2

Assign to a technician

Select the technician responsible for this repair. They will be notified.
3

Order parts if needed

If parts are required, click Order Parts to raise a Procurement request directly from the maintenance record.
4

Log the work done

Once completed, click Mark Complete and enter what was done, parts used, time spent, and cost.
5

Save

A maintenance log entry is created against the asset record.

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Schedule preventive maintenance

1

Open an asset record → Maintenance tab → New Schedule

2

Set the recurrence

Choose how often maintenance should occur (e.g. every 3 months, every 500 hours of use).
3

Assign a default technician (optional)

4

Save

Maintenance requests are automatically created on schedule and appear in the maintenance queue.

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Key features

Maintenance requests — Staff submit requests for faulty equipment. Assigned to technicians and tracked through to resolution. Maintenance logs — Every activity logged per asset: date, technician, work performed, parts used, and cost. Preventive maintenance — Recurring schedules based on time intervals or usage thresholds. Parts ordering — Raise a Procurement parts order directly from within a maintenance request.