Overview

With Maintenance plans you can add inspections for assets, have reports available and see if there are assets that need attention. Inspections will be automatically created from maintenance plans based on the set reoccurrance and assignees will receive an email when the inspection date approaches. Head of maintenance can check the inspection reports and return assets back to inspectors.

Add maintenance plans

Adding and editing maintenance plans is for admins & users, whom have permissions. Learn more about managing permissions in User management.

Click on the Maintenance plans tab from the navigation panel to preview all the inspections or to add a new plan. When adding a new plan click on the + icon, then fill in the required information.

In Details, you will add

Name of the maintenance plan (will be visible to the inspector)
Supervisor (who is responsible)
Inspector
Date of the first inspection or just date of inspection if there is no recurrence
Days until first inspection (if preferred over selecting the date from calendar)
Inspection recurrence
Details for the inspection (will be visible to the inspector)

If the inspection should take place only ones don’t select the Recurs option.




In Assets tab, add assets that will be inspected within the maintenance plan.

In Add section, you can filter the assets and select them by either clicking them on the map or in the list
After you have selected assets, you can view all selected assets in the Selected section. There you can also remove added assets!

Manage maintenance plans

You can manage the maintenance plan by clicking Actions. You have three actions available for each maintenance plan.

Delete – this will delete the maintenance plan and all inspection reports related to plan
Duplicate – if you want to create a new maintenance plan with the same information
Inactivate – if there are no longer inspections needed for the selected maintenance plan, you can inactivate it. After that, no inspections are created & upcoming inspections are canceled.

Perform inspection

To start an inspection open the dashboard panel on the right-side toolbar. Choose the inspection you want to start by clicking.

If the icon infront of the name of the inspection is a red triangle, it means that due date is close or already passed.

Below the name of the inspection you can see the details about it. The assets in the inspection are shown in a list and individual view. From the list, you can check multiple assets as inspected. In the individual view, you can mark if the asset needs attention, and add a short observation or attachment.

On the last view, you can look at the inspections you have made, and attach additional notes or files to the whole inspection. Clicking Confirm will end the inspection and the supervisor can then review it.

View & review reports

You can view completed inspections under the maintenance plan in Reports. Click the wanted report to examine it more.




In the report, you can filter the results by asset information or inspection report (needs attention or observation was added). Select an asset from the list to examine it more.

You can see the inspection & asset related information. Based on that you can Decline or Accept the inspection of the selected asset and add notes visible to the inspector stating the reason for declining. You can also add a new defect to the asset via Report defect button, it will be automatically linked to the asset. When all assets under inspection have been declined or accepted you can end the review by clicking Review done. If there are declined assets they will be returned to the inspector with the reason for declining and the inspection status will change to Re-inspection required. You can also select a status for the review from the drop down menu on the top left and then click Save.

When the report is closed and the review is done you can no longer go back to edit it.

Updated on: 14/08/2024