Maintenance overview

This article explains how Managers schedule maintenance visits and how Engineers perform, complete, and sign off the related jobs.

Set up and schedule maintenance visits

Note

Required role: Manager

Use a visit template when several activities are performed together. Use a free activity when one activity must be scheduled on its own.

Schedule a visit from a template

1. Open Scheduler and select Plan visit.
2. Drag a template from the Planning sidebar onto the required day.
3. In New Visit, set the Location, Date, From, and Until values.
4. Select at least one person under Assignees.
5. Adjust the job totals under Jobs by Activity.
6. Leave Requires review after completion enabled if the visit must be checked after the engineer submits it.
7. Select Schedule.

A template's activity list is fixed for that visit. You can reduce an activity to zero jobs, but you cannot remove its activity type. Work reduced to zero remains due for a later visit.

Schedule one activity

1. Open Scheduler and select Plan visit.
2. Expand Free Activities.
3. Drag the required activity onto the day you want.
4. In New Visit, set the Location, Date, From, and Until values.
5. Select at least one person under Assignees.
6. Switch off Needs review if the completed visit does not need a review.
7. Select Schedule.

Only active organisation members with access to the selected location can be assigned. The schedule action remains unavailable until a location, date, and assignee are set, and either both time fields or neither field is set. The end time must be after the start time and no later than 23:59. Work that continues past midnight must be planned as a second visit on the following day.

Schedule work proposed by the planner

1. Open Scheduler and switch on To plan.
2. Select a recommendation card on its proposed date.
3. Review the pre-filled New Visit form and adjust the date, times, activities, or assignee as required.
4. Select Schedule.

Approved technical recommendations for an asset, system, or area add activities to the Control Schema. A recommendation set to a one-time frequency appears with a One-time badge. Scheduling is still required after approval. Recommendations aimed at a Structure or the Location do not add work to the planner.

Create recurring visits

1. Open a template-based visit in New Visit.
2. Switch on Create recurring visits.
3. Choose a Frequency: Daily, Weekly, Monthly, or Yearly.
4. Set Repeat every from 1 to 12.
5. Set Number of occurrences from 2 to 100.
6. Review the projected dates and job totals, then select Schedule.

Recurring visits do not support custom job amounts or ad-hoc jobs. Each date uses the activity's Control Schema frequency to determine its job total. Dates in the past are removed from the series.

Perform maintenance jobs

Note

Required role: Engineer or above to submit jobs. Assigned users can open their visits and job lists.

1. Open the app and select the Visits tab.
2. Open My Visits and select the required date.
3. Select the visit. Its jobs are grouped by area, with a card for each asset, room, floor, system, or building.
4. Select a card and open the required job. The Actions tab contains the job form; the Info tab shows where and when the job is due.
5. Complete the fields and photos required by the activity type.
6. Select Complete Job, or select Done for job forms that use that button.

The form is determined by the job's activity type. A completed job can be reopened while the visit is still open by selecting Undo or Reopen Job.

Record temperature readings

1. Open the temperature job and select the Actions tab.
2. Select Connect to pair a Bluetooth thermometer, or select Enter manually when manual entry is available.
3. When connected, select Start Temperature Measurement.
4. Wait for the measurement to stop, then select Done.
5. Repeat the measurement for each outstanding parameter, add any requested evidence photo, and select Complete Job.

If the thermometer disconnects during a measurement, that parameter's readings are discarded and must be recorded again. A reading that breaches a rule does not block completion. When submitted online, it can create a case for review.

Run a flushing timer job

1. Open the flushing timer job and check the Prescribed flush duration.
2. Open the outlet and select the flush-timer start button.
3. Wait until the timer displays Flush complete.
4. Close the outlet and select Complete Job.

The timer continues if you leave the job. Complete Job remains unavailable until the timer finishes.

Mark a job as unable to complete

1. Open the job and select Can't complete. For jobs with their own screen, select Unable to Complete.
2. Enter at least three characters in Reason.
3. Optionally add an Evidence photo.
4. For an asset-linked job, select The asset is not present at this location only when the asset has actually gone.
5. Select Submit.

The job is recorded as skipped and the next open job is shown. If an asset is reported as not present, an Inspector or above can delete the asset and its linked Control Schema activities. An Engineer's request is held for approval.

Close and sign off the visit

1. After completing or skipping the jobs, select Close Visit.
2. Review the JOB SUMMARY, including Completed jobs, Unable to complete, and Not completed.
3. On the Sign Off tab, draw a signature on Sign here or select the confirmation box.
4. Optionally enter a comment in Add a comment about this visit....
5. If the Representative tab is available, enter the representative's Name and Role, then capture the representative's signature.
6. Select Close Visit and confirm Sign off if prompted.

The signature and confirmation box are mutually exclusive. Any job still open at sign-off is skipped automatically and recorded for the back office. If no job was completed, the visit is recorded as skipped rather than completed.

Work offline and upload changes

1. Continue using the visit list, job forms, thermometer pairing, timer, and photo capture when the connection is lost.
2. When the connection returns, select the sync indicator to open Your changes.
3. Review pending items under Jobs and Other changes.
4. Select Upload now, or allow the app to upload automatically.
5. Select Get latest data after the queue is empty.

The Location jobs page is unavailable offline. A visit created elsewhere after you went offline does not reach the device. Failed items can be sent again with Retry or Retry failed; deleting a failed item permanently discards that change.