Step 1 : Setup Parts With Maintenance Frequency
You can setup parts with a maintenance frequency. This step is not necessary to perform maintenance on an asset, but allows default values to be set like maintenance frequency.
For example, we select a part then clicked on the edit button. Once in edit mode, we scroll in the list of fields and we can selected a date range for the maintenance frequency.
Step 2 : Using Maintenance on Assets
Maintenance dates can be set when creating or editing an existing asset.
For example, we have created a new asset and we can see that the maintenance date was automatically calculated based on the acquired date and the value set on the part in the previous step.
Once the asset is created we can see when the next maintenance date is planned based on its values. We can also choose to perform a maintenance using the “Perform Maintenance button”.
When clicking on this button, the user will be able to enter important information on the maintenance :
- Who performed the maintenance
- The type of maintenance performed (was it preventive, or corrective?)
- The task performed while doing the maintenance (cleaning, repairing, etc.)
- The condition of the asset when the maintenance was performed
- A note detailing the task performed
- The date of the maintenance
- The next planned maintenance date
Once this is completed, a maintenance history window can be accessed in the asset view screen showing the detailed history of the maintenance performed on this asset.
Step 3: Add an asset
Follow the steps outlined in the article on how to create an asset.
By default, the next maintenance date for the asset is calculated based on the frequency chosen in the subcategory. It can be modified to an earlier or later date.
Step 4: Access the List of Assets Scheduled for Maintenance
On the homepage, under the “Inventory” category, a table displays the assets requiring maintenance by month. By clicking on “View List,” you can access the list of assets that need to be maintained.
By clicking on “See List,” you can access the list of assets requiring maintenance. The information can be viewed in a full list format, daily, weekly, or monthly (using the icons on the right side of the screen).
Step 5: Perform Maintenance on an Asset
Click on the action button of the asset you want to maintain, then click on the “Perform Maintenance” icon as shown in the image below.
Then, fill in the required fields and click on Save.
A maintenance tab now appears on the asset’s record to keep a history of the actions performed.
Step 6: Restrict Reservations During Overdue Maintenance
In the settings of your stores, under the Loans then Maintenance section, various options are available to manage the behavior of your assets with maintenance in relation to reservations.
- Allow reservation of an asset during its maintenance period: If checked, users will be able to reserve an asset during its scheduled maintenance periods.
- Allow reservation of an asset having an overdue maintenance: If checked, users will be able to reserve an asset that has not undergone the planned maintenance.
- Maximum overlap percentage tolerated: When the overlap percentage of maintenance on an asset loan exceeds the specified threshold, the asset’s reservation is automatically canceled.
- Minimum remaining time tolerated on loaners: When the remaining duration of an asset loan is below the specified threshold, the asset’s reservation is automatically canceled.