Equipment Maintenance

The Maintenance tab on the equipment detail page gives you a complete view of every service, inspection, and repair performed on an item. By recording maintenance events and setting up recurring schedules, you build a full service history that protects your investment and keeps your fleet in peak condition.

Viewing maintenance history

Open any equipment item and click the Maintenance tab to see a chronological list of all maintenance events. Each entry shows the date, maintenance type, technician name, cost, and current status. Click any entry to expand it and view the full notes, attached documents, and linked repair tickets.

Use the date range filter at the top of the tab to narrow the list to a specific period. You can also filter by maintenance type or status to find exactly what you need.

Scheduled maintenance

Scheduled maintenance lets you set up recurring service intervals so nothing slips through the cracks. To create a schedule, click Add Schedule on the Maintenance tab and configure the following:

• Maintenance type — Select from Service, Inspection, Calibration, or PAT Test. Each type can have its own recurrence interval.
• Frequency — Choose how often the maintenance should occur: Weekly, Monthly, Quarterly, Bi-Annually, or Annually.
• Next due date — The date the first (or next) scheduled event is due. Future events are calculated automatically from this date.
• Assigned technician — Optionally assign a default technician who will be notified when the event is due.
• Notes — Add standing instructions for the technician, such as specific checks to perform or parts to inspect.

Scheduled events appear on the equipment timeline and on the global maintenance calendar. When a scheduled event is due, NexusRMS creates a pending maintenance task automatically.

Maintenance statuses and workflow

Each maintenance event moves through a defined workflow:

1. Scheduled — The event is planned but has not started. It appears on the calendar and in upcoming alerts.
2. In Progress — A technician has started work. The equipment is automatically marked as unavailable for bookings.
3. Awaiting Parts — Work is paused while replacement parts are sourced. The equipment remains unavailable.
4. Completed — The work is finished and the equipment is returned to available status.
5. Skipped — The event was intentionally skipped with a recorded reason. The next scheduled occurrence is unaffected.

Recording a maintenance event

To log a new maintenance event, click Record Maintenance on the Maintenance tab. Fill in the following fields:

• Date — The date the maintenance was performed. Defaults to today.
• Type — Select the maintenance type: Repair, Service, Inspection, Calibration, or PAT Test.
• Technician — Select the crew member or external technician who performed the work.
• Cost — Enter the total cost of parts and labour. This feeds into the equipment's lifetime maintenance cost total.
• Notes — Describe the work performed, parts replaced, and any observations about the equipment's condition.
• Documents — Attach service reports, certificates, invoices, or photos. Drag and drop files or click to browse.

Click Save to add the event to the maintenance history. If the event is linked to a scheduled maintenance, it automatically marks that schedule occurrence as completed.

Maintenance alerts

NexusRMS warns you when maintenance is approaching or overdue. The alert lead time is controlled by the Maintenance Due Alert Days setting in Configuration > Equipment Settings > Alerts & Thresholds. For example, if set to 14 days, you will start receiving alerts two weeks before each scheduled maintenance date.

Alerts appear in the following locations:

• Dashboard — The maintenance widget shows upcoming and overdue events.
• Equipment list — Items with upcoming maintenance display a warning badge.
• Notification centre — In-app notifications for upcoming and overdue maintenance.
• Email — If Email Maintenance Alerts is enabled in Equipment Settings, CoreAdmins receive email notifications.

Impact on availability

When a maintenance event is set to In Progress or Awaiting Parts, the equipment is automatically excluded from availability calculations. This means it cannot be allocated to projects during the maintenance period. Once the event is marked as Completed, the equipment returns to its previous availability status.

If the equipment is already allocated to an upcoming project when maintenance begins, NexusRMS displays a conflict warning so you can reassign or reschedule.

Maintenance costs and reporting

Every maintenance event with a recorded cost contributes to the equipment's lifetime maintenance total, visible on the Maintenance tab summary cards. This data feeds into the Analytics module, where you can run reports on maintenance spend by category, by item, or across your entire inventory. Comparing maintenance costs against rental revenue helps you identify items that are costing more to maintain than they earn.

Linking maintenance to repair tickets

If a maintenance inspection reveals a fault, you can create a repair ticket directly from the maintenance event. Click Create Repair Ticket on any maintenance entry to open the repair workflow with the equipment details pre-filled. The repair ticket is automatically linked back to the maintenance event for a complete audit trail.

Tips and best practices

• Set up scheduled maintenance for high-value items — Proactive servicing extends equipment life, reduces unexpected failures on site, and maintains resale value.
• Record every maintenance event — Even minor inspections. A complete service history is valuable for insurance claims, warranty disputes, and resale documentation.
• Use maintenance due alerts to stay proactive — Set the alert lead time to give yourself enough notice to schedule technician time without disrupting project bookings.
• Review maintenance costs quarterly — Items with escalating maintenance costs may be more economical to replace than continue servicing.

Next steps

Continue to the next article to learn about Bookings & Availability, where you will see how equipment is allocated to projects, check real-time availability, and manage booking conflicts.