Maintenance plans & inspections

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. Users with required permissions can review the inspection reports and return assets back to inspectors.

Search & view information via table

Click on the Maintenance plans tab from the navigation panel to view information related to maintenance plans and their inspections via two separate tables.

In the table views you can set filters and customise the information shown and save these settings as a bookmark. You can determine which bookmark opens by default to the users by clicking Edit bookmark button and choosing SET AS DEFAULT option. Read more about managing bookmarks here. Click on the filters bar and set the search conditions according to what information you are interested in. You can also define which fields you would like to see in the table and in which order. Click on the three dots on the upleft corner of the table and select the fields you would like to have as a column. You can also choose to group information for example by status, supervisor or recurrence mode from the same menu! Drag the columns from their title to edit the order.

Open the details of a maintenance plan or the report of the inspection by left-clicking from the table. Right-click to open available actions: View Details / View Inspections / View assets / Inactivate.

Change the way information is organised by clicking the three dots next to column name and choose sort ascending/descending

You can also add private bookmarks which are only visible to you

Add maintenance plans

When adding a new plan click on the + icon on the top right corner, 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(s) or inspector group
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 (Recurs starting from last inspection / Recurs with constant time intervals / No recurrence)
Details for the inspection (will be visible to the inspector)

After the fist inspection has been done the date of first and latest inspection will be shown in the table

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 via the Inspections table view or by opening the maintenance plan details and checking Reports section. Open the wanted inspection report to examine it more.

You can see information like number of assets marked to need attention and amount of observations directly from the table without opening the report and even view the content of the observations by left-clicking the icon in the Observations field

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. If you don't want to go through all of the inspected assets one by one you can click the Accept unreviewed button. Asset inspections already declined will keep their status! 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.

After you have reviewed some of the inspected assets you can also filter the list by Review status and choose to show only Not reviewed for example.

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

Updated on: 04/08/2026

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