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

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What Maintenance owns

  • Maintenance requests — reported issues and repair requests from staff
  • Maintenance logs — records of completed maintenance activities per asset
  • Preventive maintenance schedules — recurring tasks auto-created on a time or usage trigger

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Data flows into Maintenance from

ModuleWhat it sends
AssetsAsset records available for maintenance tracking

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Data flows out of Maintenance to

ModuleWhat it sends
ProcurementParts purchase 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. If the asset is not listed, it has not been added to the asset register yet — add it in Assets first.
3

Describe the issue

Write a clear, specific description of the fault or required work. Include any symptoms, error codes, or relevant context that will help the technician diagnose the issue quickly.
4

Attach photos (optional)

Upload a photo of the fault. A clear image often saves significant time during diagnosis.
5

Set priority

Choose a priority level: Low, Medium, High, or Critical. Critical requests are flagged to all maintenance staff immediately.
6

Submit

The request is queued and a notification is sent to your maintenance team. You can track its status in real time from your notification feed.

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Assign and complete a maintenance request

1

Open Maintenance → Requests and find the request

Filter by priority or status to find the most urgent open requests.
2

Assign to a technician

Select the technician responsible for this repair. They receive a notification immediately.
3

Order parts if needed

If parts are required before work can begin, click Order Parts to raise a Procurement requisition directly from the maintenance record. The requisition is pre-filled with the asset and request reference.
4

Update the status

Move the request through: Open → In Progress → Awaiting Parts (if applicable) → Completed.
5

Log the work done

Once completed, click Mark Complete and fill in: work performed, parts used and quantities, labour time spent, and total cost. This creates a permanent maintenance log entry on the asset record.

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Schedule preventive maintenance

1

Open an asset record → Maintenance tab → New Schedule

2

Name the scheduled task

Give it a clear name (e.g. Annual Service, Filter Replacement, Safety Inspection).
3

Set the recurrence trigger

Choose: Time-based (e.g. every 3 months) or Usage-based (e.g. every 500 operating hours, if the asset has usage tracking enabled).
4

Set the lead time

Enter how many days in advance the maintenance request should be auto-created before the due date. This gives your team time to prepare and order parts.
5

Assign a default technician (optional)

If one person always handles this type of maintenance, assign them here so the request is auto-assigned when created.
6

Save

Maintenance requests are automatically created on schedule and appear in the maintenance queue. You will receive a notification each time a scheduled request is created.

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Review maintenance history for an asset

1

Open the asset record in Assets → select the Maintenance tab

The tab shows a full chronological history of all maintenance requests and completed logs for this asset.
2

Review cost and downtime

Total maintenance cost and total time out of service are summarised at the top. Drill into individual entries for details.
3

Use this for asset lifecycle decisions

If an asset has recurring failures or high cumulative maintenance cost, this history supports the decision to replace rather than continue repairing.

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Order parts from within a maintenance request

1

Open the maintenance request → click Order Parts

2

Add the parts required

Enter the part name or select from the Inventory catalogue. Add the quantity needed and any supplier preference.
3

Submit the requisition

The requisition is sent for approval (if required) and can then be converted to a purchase order in Procurement.
4

Link back to the maintenance request

When the parts arrive and the PO is received, the maintenance request is automatically updated to show parts received — signalling the technician can proceed.

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Troubleshooting

Only assets recorded in the Assets module appear in Maintenance. If the asset is missing, add it to Assets first, then return to create the maintenance request.
This can happen if the schedule was saved twice or the previous request was not marked complete before the next one was auto-generated. Mark the duplicate as Cancelled and ensure the completed request has been properly closed before the next trigger date.
A request only creates a log entry when it is formally marked as Complete with the work details filled in. If a request was closed without completing the log fields, reopen it, fill in the work details, and mark it complete again.
The status update to Awaiting Parts is manual. Open the request and change the status once you have raised the parts order. The system does not automatically link PO delivery status to maintenance request status.
Check the Requests queue filter — it may be set to show only your assigned requests. Remove the assignee filter or search by asset name to find requests assigned to other technicians or currently unassigned.

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FAQ

Yes. Any user with an Employee role or higher can submit a maintenance request. Submission only requires describing the issue and selecting the asset — no technical knowledge is needed. The assigned technician handles the rest.
Yes. SLA targets are configured per priority level under Settings → Maintenance → SLA Rules. For example: Critical must be responded to within 2 hours, resolved within 8 hours. Requests that breach SLA are highlighted in red in the queue.
For assets with usage tracking enabled (e.g. a machine with an hour meter), you can log usage readings periodically. The system triggers a maintenance request when cumulative usage since the last service reaches the configured threshold.
Yes. Open any asset record → Maintenance tab to see total maintenance cost over any date range. Reports → Maintenance → Cost by Asset gives a cross-asset comparison, useful for identifying assets that cost more to maintain than replace.
Yes. Open the asset record → Documents tab and upload PDFs or images. These are available to technicians when working on the asset without needing to hunt through filing cabinets or shared drives.

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See also

Assets

Maintenance requests are linked to the fixed asset register.

Inventory

Parts and materials consumed in maintenance jobs come from Inventory.

Procurement

Order replacement parts via a purchase order directly from a maintenance request.