Maintenance overview

The Maintenance area is where you keep your assets serviced and running. Depending on how much tracking you need, you can log a quick one-off repair, manage a full work order with scheduled tasks, assignees, and costs, or set up a maintenance plan that schedules recurring service for every asset of a type.

Before you begin

Edition — Maintenance (Quick Maintenance, Work Orders, and Tasks) is part of the Complete edition. If you don’t see the Maintenance menu, your account is on the Basic edition. A separate Work Order add-on unlocks a few extra features, like task timers and marking a task Required — see Work Orders. Maintenance plans, My Work, and Completed Work are also part of Complete, and appear once maintenance plans are turned on for your account.
Permissions — your role controls what you can do here. Separate privileges govern whether you can view, create, edit, and perform maintenance, and whether you can manage the task library. If a button or menu item is missing, ask an administrator to review your role. See Roles.
Supporting data — assignees come from your employee/user list, and conditions come from your configured condition list, so it helps to have those set up first. See Departments and employees and Categories, conditions and reasons.

The ways to record maintenance

Everything in the Maintenance section works together to answer one question: what service has been done, or needs doing, on your assets?

Quick Maintenance — the fastest way to log a single piece of service against one asset. Pick the asset, record the date, condition, notes, and cost, and save. Use this when you just need a record that the work happened.
Work Orders — a tracked, managed job that can cover one or more assets. A work order has a number, an owner, a type, a priority and due date, a running status (open through complete), and a set of Tasks (each with its own assignee) and costs attached to it. Use this when the work needs to be planned, assigned, and followed through to completion.
Tasks — the reusable pieces of work that make up a work order (for example “Replace filter” or “Safety inspection”). You build a library of tasks once, then add them to work orders, Quick Maintenance, and maintenance plans as needed.
Maintenance plans — recurring service set up once on an asset type, such as a quarterly inspection. A plan covers every asset of the type, at every site, including assets you add later, and you can adjust how it runs at a particular site. Use this for preventive maintenance that every asset of a kind needs.
My Work — the to-do list where technicians see what’s past due, due today, and coming up, then record the work, close it as incomplete, or hand it to someone else.
Completed Work — the history of everything recorded on My Work: who did it, how long it took, and whether it was on time.

How they relate

Think of it as a ladder of detail:

A Task is a single unit of work you define once and reuse.
A Work Order groups tasks against one or more assets and tracks the job from start to finish.
Quick Maintenance skips the planning and simply records that a task was performed on an asset, right now.
A Maintenance Plan puts a set of tasks on a schedule for a whole asset type. The work comes due on My Work, and once it’s recorded it moves to Completed Work.

Quick Maintenance and Work Orders can also be scheduled to repeat on a single asset. When the same service applies to every asset of a type, a maintenance plan saves you setting up a schedule on each one.

Work Order Type Codes

Work Order Type Codes are simple categories you can assign to organize your maintenance work — for example by kind of service or department. You manage the list under the Maintenance area, then choose a type code when creating work. See Tasks for how to add and manage them.

Common questions

Which should I use — Quick Maintenance or a Work Order? If the service is already done (or is a simple one-off) and you just need a record, use Quick Maintenance. If the work needs to be planned, assigned, and tracked through to completion, create a Work Order.
When should I use a maintenance plan? When the same service repeats for every asset of a type, such as an annual inspection on every forklift. Set it up once on the asset type, and new assets of that type are covered automatically.
Do I have to build tasks before I can record maintenance? No. You can type a task on the fly. Building a reusable task library just saves re-entering the same instructions, time, and cost every time.
I can see maintenance but can’t save anything. You likely have view access but not create/edit/perform access. Ask an administrator to review your role.

Maintenance plans — set up recurring service for every asset of a type
My Work — see what’s due, record it, and reassign it
Completed Work — review and export the work that’s been recorded
Quick Maintenance — log a single service against one asset
Work Orders — plan, assign, and track a maintenance job
Tasks — build your reusable task library and Work Order Type Codes
Asset details — where an asset’s maintenance history appears