Handling equipment maintenance and repair for your inventory is done via Reservations and Check-outs linked to a dedicated Maintenance Contact. This Contact is automatically added to your account and can be edited if necessary. 

You can add this Contact to your maintenance bookings, so it's clear to everyone the item(s) will be in repair during a specific time.

Contact view

  • Go to your Contacts
  • Find the Maintenance contact
  • Update the email address to whoever is in charge of equipment maintenance in your team and needs to receive notifications around those bookings (optional)

Contacts who can schedule maintenance

Since scheduling maintenance is usually reserved for a few team members only, you can control which contacts will be able to plan maintenance and repair.

  • Go to the Contact page of the team member who is in charge of maintenance
  • Click on the Info tab
  • Select Maintenance/Repair

Important: Only the team members who have this turned on will be able to schedule maintenance.

Handling Equipment Maintenance

Planning preventive maintenance

  1. Click Reservations, next click Add reservation
  2. Select the Maintenance Contact
  3. Set the from and to dates, the Location and the Items to be serviced
  4. Store any images of damages as Attachments on the Reservation
  5. Click Reserve
  6. (optionally) Click Repeat Reservation... to plan a recurring maintenance (e.g. every month)

Performing Item maintenance

  1. Find back the previously created open Reservation, click the button Convert to Check-out.
  2. Or go to Check-outs, next click New check-out
  3. Select the Maintenance Contact
  4. Set the from and due dates, the Location and the Items to be serviced
  5. Click Check-out
  6. Perform the maintenance
  7. Store any images of repairs, notes, invoices or receipts as Attachments on the Check-out.
  8. When done, click to Check in the equipment again

Finding your Maintenance Bookings

On the Dashboard

In your Reservation or Check-outs

  • Go to your Reservations or Check-outs
  • Filter on Maintenance
  • Add extra filters if necessary

In your Contacts

  • Go to your Contacts
  • Search for Maintenance
  • Click on either the Reservation or Check-out tabs to see passed or upcoming maintenance bookings

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