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Plan maintenance and complete visits

The school’s water pump needs regular servicing. The administrator creates a maintenance plan, and the responsible technician completes individual visits with actual service details. Cancelling a future plan and correcting a completed visit are different actions.

On this pagePrepare the service planCreate a maintenance planRecord work completed on a visitPause future work or cancel a plan

Prepare the service plan

  • Identify the asset or maintained item, responsible party and approved service interval.
  • Prepare the start and end dates and a clear description of the expected work.
  • Confirm who may create plans and who may complete visits.

Create a maintenance plan

  1. Open Maintenance → Maintenance plans and choose New plan.
  2. Complete the subject, related equipment and supported scheduling fields.
  3. Check dates and responsibility, then save.
  4. Inspect the plan’s status and available scheduled visits before assuming servicing has been arranged.
A quarterly water-pump plan prepared with a 90-day interval and service instructions, before selecting its target.1 Maintenance purpose2 Recurring interval in days3 Instructions for the service visit

Record work completed on a visit

A planned visit is a commitment to perform work; it is not completion evidence. Record associated bills or expenses in their finance workflows rather than treating a maintenance record as payment.

  1. Open Maintenance → Maintenance visits and select the intended visit.
  2. Check its related plan, asset and scheduled date.
  3. Use Complete only after the service occurred, supplying the completion details required by the dialog.
  4. Reopen the visit and confirm its recorded completion and history.
The real completion form for a scheduled laptop visit. Completion requires actual date, technician and notes; it was not submitted.1 Actual completion date2 Document the work performed

Pause future work or cancel a plan

Use the plan’s offered status actions when requirements change. Cancel plan asks for confirmation and prevents future visits from being scheduled from that plan.

Retain completed service history. Before replacing a plan, review the existing visits so technicians do not perform the same service twice.

Asset records