Repairs & Maintenance Overview

Repairs & Maintenance Overview

The Repairs & Maintenance module provides a complete multi-stage repair workflow, preventive maintenance scheduling, parts management, and analytics — all designed to keep your equipment fleet in optimal condition and minimise downtime.

Sidebar Navigation

• Repair List — View, search, and filter all repair records
• Create Repair — Log a new corrective or warranty repair
• Create Maintenance — Record a routine maintenance activity
• Preventive Maintenance — Configure automated time-based or usage-based schedules
• Analytics — Repair costs, downtime trends, and failure analysis

Key Concepts

Model	Purpose
Repair	Primary record with an 8-status workflow, cost tracking, parts, time logs, and quality checks
MaintenanceLog	Basic maintenance activity log (routine, inspection, calibration, cleaning) with labour and parts costs
PreventiveMaintenanceSchedule	Automated schedule that triggers maintenance tasks by calendar interval or equipment usage
MaintenanceTask	Individual task auto-generated from a preventive schedule; can be converted into a full Repair

Repair Number Format

Every repair receives an auto-generated reference number in the format REP-YYYY-NNNN (e.g. REP-2026-0042). The prefix is configurable via the repair_number_prefix setting (default: RPR-) in Settings → Repairs → General.

8-Status Workflow

1. Reported (10%) — Issue logged, awaiting diagnosis
2. Diagnosed (25%) — Root cause identified, ready for action
3. Awaiting Approval (35%) — Cost exceeds threshold, manager sign-off required
4. Awaiting Parts (40%) — Parts on order, repair paused
5. In Repair (60%) — Active repair work in progress
6. Testing (85%) — Quality check before release
7. Completed (100%) — Terminal state; equipment returned to stock
8. Cancelled (0%) — Terminal state; repair abandoned with reason

6 Repair Types

• Corrective — Fix a reported fault (billable by default)
• Preventive — Scheduled maintenance activity
• Inspection — Routine equipment check
• Upgrade — Hardware or firmware improvement
• Recall — Manufacturer recall response
• Warranty — Covered under manufacturer warranty

Priority Levels & SLA Response Times

Priority	Colour	SLA Response
Low	Grey	72 hours
Medium	Blue	24 hours
High	Orange	8 hours
Critical	Red	4 hours
Emergency	Red (error)	1 hour

Severity Levels

• Minor — Cosmetic damage; equipment fully functional
• Moderate — Reduced functionality; still usable
• Major — Equipment unusable; auto-removed from available stock
• Critical — Safety hazard; auto-removed from available stock immediately

Sub-Features at a Glance

• Repair checklists with per-item completion tracking
• Photo and document attachments with drag-and-drop upload
• Parts management with inventory integration and cost roll-up
• Time tracking with start/stop logging per activity type
• External vendor workflows with RMA tracking and SLA deadlines
• Warranty claim support with coverage percentage slider
• Client chargeback with reason classification and invoice generation
• Mobile-friendly interface for on-site technicians
• Analytics dashboard with failure trends, cost breakdowns, and downtime reports

Getting Started

1. Configure your repair number prefix and default priority in Settings → Repairs
2. Set up preventive maintenance schedules for high-value equipment
3. Create your first repair from the Repair List page or directly from an equipment record
4. Assign technicians, track parts, and progress through the workflow stages