Maintenance overview

This article explains how to set up maintenance jobs and perform them using the BriqSafe application. It is intended for managers and engineers involved in scheduling and completing maintenance work.

Note

Required role: Manager to schedule and assign visits; Engineer to perform jobs and sign off visits

Scheduling Maintenance Jobs

Use the Scheduler to plan maintenance visits that include one or multiple activities, either as standalone activities or grouped by templates.

Scheduling a Standalone Recurring Activity

1. Open Scheduler and enable the To plan filter to list standalone activities awaiting scheduling.
2. Select an activity to review its frequency, in-scope assets, and the number of jobs it will generate.
3. Pick a date for the visit.
4. Enable Requires review after completion if consultant sign-off is needed.
5. Assign an engineer from the list of active users (note: no competency filtering applies).
6. Confirm to create the standalone visit; the activity moves from To plan to planned, and the system queues the next occurrence automatically.

Note: Any date can be selected since compliant window blocking is not enforced.

Scheduling a Visit from a Visit Template

1. In Scheduler, use the To plan filter to find occurrences of visit templates (they appear distinct from standalone activities).
2. Open one template occurrence to review its activities and job counts.
3. Optionally add or remove activity types for this occurrence only; the template will remain unchanged for future occurrences.
4. Set the visit date and start/end time.
5. Assign one or more engineers.
6. Confirm to create the visit with all grouped jobs.

Creating Recurring Visits in Bulk

1. In the Create visit panel, open the Recurrence section.
2. Enable Create recurring visits.
3. Set the recurrence Frequency (Daily, Weekly, Monthly, Yearly) and the Repeat every interval.
4. Choose either the Number of occurrences or an End date.
5. Review the preview showing how many visits will be created.
6. Confirm to schedule all future visits at once.

Note: This recurrence controls the scheduling pattern only and is separate from the compliance frequency defined for individual activities.

Scheduling Technical Recommendations as One-Time Jobs

1. Open the location's Recommendations tab.
2. Select one or more approved recommendations that require action.
3. Schedule them to add as one-time activities in the control scheme.
4. In the Scheduler, assign a date and engineer, and create the visit.

Completing all linked jobs automatically closes the recommendation.

Changing the Default Assignee for an Activity

1. On the location's Control Schema tab, open the activity.
2. Change the assigned engineer to set the default assignee for future scheduled visits.

Note that this does not change assignments for visits already scheduled; those must be reassigned individually.

Performing Maintenance Jobs On-Site

Engineers carry out scheduled maintenance visits through the mobile app, managing jobs individually or in groups, with offline support.

Opening and Navigating Visits

1. Open the app and navigate to the Visits tab.
2. Use the My Visits screen to find assigned visits grouped by day.
3. Tap a visit to see its jobs grouped by floor and area.
4. Tap any job to open the job execution form.

Opening the visit while online caches all job data, asset details, and thresholds to enable offline work.

Working Through Jobs

Jobs have different forms depending on their activity type. Complete jobs by entering required data and tapping Complete Job.

Common Job Types and Their Execution

Job Type	Execution Steps	Notes
Temperature (Flushing)	1. Open the job and tap Connect Thermometer to pair a Bluetooth thermometer or tap Fill Temperature Manually. 2. Start measurement and flush outlet; readings stream live and auto-stop when stable. 3. Repeat for required readings and attach evidence photos if needed. 4. Tap Complete Job.	No pass/fail shown; breaches are evaluated after the visit.
Chemical Test	1. Open the job and complete each parameter by typing or choosing from options. 2. Attach photo evidence if required. 3. Tap Complete Job.	Complete is disabled until all required parameters are filled; no pass/fail shown inline.
Flushing Timer	1. Open the job and note the prescribed flush duration. 2. Start the flushing timer in-app while running the outlet. 3. Wait for the timer to complete; Complete Job is disabled until then. 4. Close outlet and tap Complete Job.	The timer cannot be shortcut or bypassed; the server enforces the duration.
Sample Collection	1. Open the job and fill all required fields, including the sample bottle identifier and collection method. 2. Attach a label photo if needed. 3. Tap Complete Job.	Sample bottle IDs are entered manually; barcode scanning is not supported for samples.

Managing Job Issues

1. To mark a job as not doable, open it and tap Unable to Complete.
2. Provide a reason (at least 3 characters) and optionally add notes and photos.
3. Submit to record the job as skipped and continue the visit.

If the asset is missing, an Inspector’s request marks it as missing immediately; a field worker’s request logs it as a draft needing approval.

Adding Ad-Hoc Jobs

1. During a visit, open New job (Add job) from the job list.
2. Select an activity type.
3. Pick one or more assets or create a new asset inline if necessary.
4. Tap Add job or Add completed job to create and optionally complete the job immediately.

Add completed asset creation requires asset-create rights; otherwise, the new asset is pending approval.

Completing and Signing Off Visits

Visits are closed after all jobs are finished or skipped, with the option to capture signatures and comments.

Closing a Visit

1. Finish or skip all jobs in the visit.
2. Tap Close Visit on the job list.
3. Review the JOB SUMMARY of completed, skipped, and not completed jobs.
4. On the Sign Off tab, either draw a signature or tick the confirmation checkbox; one of these is required.
5. Add an optional comment to record observations.
6. Tap Close Visit and confirm Sign off this visit?

Any pending jobs are automatically skipped upon sign-off and recorded for review. Signing off locks the visit on the device and syncs the data to the back office.

Capturing a Building Representative's Counter-Signature

1. If enabled for your organisation, open the Representative tab on the Close Visit screen.
2. Enter the representative's Name and Role.
3. Capture their signature on the pad.
4. Complete the sign-off process.

If no representative is available, the visit can still be submitted; it will be flagged for review as missing the counter-signature.

Managing Scheduled Visits

Rescheduling, Skipping, or Cancelling Visits

1. In Scheduler, click a visit card to open its detail panel.
2. To change the date or time, use Reschedule and confirm.
3. To skip a visit, select Skip, provide a reason, and confirm.
4. To cancel, choose Cancel, confirm, and note that the visit status changes to Cancelled.

Skipping or cancelling a recurring visit does not remove its next occurrence; that remains in the To plan queue.

Reassigning Visits

1. Open the visit's detail panel in the Scheduler.
2. Use Reassign to select a different engineer.
3. Confirm to move the visit to the new engineer's queue; the previous assignee is notified.

Note that reassignment requires lower permissions than rescheduling; engineers may reassign but not reschedule in some cases.

Additional Scheduling and Maintenance Notes

• Adding custom activities to the control scheme is done on the location's Control Schema tab by clicking Add activity and selecting the scope, activity type, and frequency.
• Visit templates are defined in Organisation Settings, not in the Scheduler.
• Visit cards on the scheduler calendar use colors to indicate status and include an overdue indicator.
• The To plan queue is automatically updated as recurring activities are scheduled and their next occurrences are queued.