Keep equipment and maintenance plans

The equipment register holds the machines and devices you look after for each customer. A maintenance plan repeats a visit every so many days and creates the work order when it falls due.

Before you start

• Field jobs must be on your plan and switched on in Settings → Apps. See Pick your apps. Your customer list must be switched on too.
• You need the right Manage Services & Maintenance.

Steps

To register equipment:

1. Open Field jobs → Equipment.
2. Under New · Equipment, type a Title, for example "Split AC, living room".
3. Choose the Customer.
4. Fill in the Serial number, Equipment model, Site / address, Warranty until and a Description as you need.
5. Select Create record.

To set up a maintenance plan:

1. Open Field jobs → Maintenance plans.
2. Type a Title and choose the Customer.
3. Choose the Equipment (optional; it must belong to the same customer).
4. Type the Interval (days), for example 90, and the Next due date.
5. Select Create record.
6. When the plan is due, open it and select Create due work order under Actions.

Good to know

• Create due work order makes one work order and moves the next due date on by the interval, counted from the due date, not from today. If you are late, the next date may already be due, so you can see what was missed.
• You cannot create the order before the due date.
• Pause stops a plan; Activate starts it again. A plan never creates orders by itself: someone selects Create due work order.
• Archive removes equipment from use. Archived equipment cannot be chosen on new orders, and nothing is deleted.
• Add note keeps the history of a machine or plan under Notes and activity. Work orders that name the equipment show it too.
• With several branches, choose the Branch at the top: each branch keeps its own records.
• Next: create a work order and quote.