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Learning Objectives:
1. Recall how to create new systems.
2. Summarize how to connect components to existing systems.
3. Explain how to log activities in the maintenance feature.
Video Script
Welcome to the Maintenance: Adding Systems, Components, & Activities overview. In this video we will demonstrate how to add systems and components and log maintenance activities. Systems and components must be created before logging activities.
To get started, hover over Maintenance on the main menu. Then, select System from the sub menu. This will open the Systems page where you can add and edit systems for your building. Ensure the applicable user group permissions are enabled to access the Maintenance feature.
By default, the systems are listed in alphabetical order. You can sort the systems list by System Name or Description and set how many entries display on the list. You can also conduct an all-text keyword search of the systems list using the search bar, export the systems list to Excel, or print the systems list.
To create a new system, select Add New System. Then, enter the system name and add a description of the system. Next, assign a colour code to the system. All maintenance activities involving this system will be coded with this colour. If applicable, attach any files related to the system. Once completed, select Save.
You will now see the new system on the systems list. To review a system, select View. To revise a system, select Edit. And to remove a system, select Delete. After creating your systems, add components to the systems.
To add components, either select View beside the applicable system and click New under the components sections or select Components from the main menu followed by Add New Component. Both options will take you to the new component form.
Then, select the system the component belongs to. Next, enter the component name and add a description of the component. If the information is available, enter the date the component was installed, followed by the Serial Number, Warranty Details and Vendor Details. If applicable, add any files related to the component. Once completed, select Save.
You will now see the new component on the components list. Like before, you can View, Edit, or Delete the system component. You can also sort the components list by System or Component name, as well as export or print the components list.
After creating your system components, you can log maintenance activities for the components. To do so, select Maintenance from the main menu. Under the List View tab, you will see a list of maintenance activities for your building. You can sort the activities list by System and Component, Title, Assignee, Start Date, Type, or Status.
You can also filter the activities list by assignee and like before search, export or print the activities list. To view the maintenance activities on a calendar, select the Calendar View tab. You can then click on an activity to see the details. D
To log a maintenance activity, select Add New Activity. Then, select the applicable system and specific component from the drop-down menus. Next, enter a title for the activity and input the details of the maintenance activity. If needed, upload any related files. You can then assign a user to the maintenance activity. Only staff users with the appropriate permissions will appear on this list.
After assigning a user, enter the date when the maintenance activity will take place and determine whether the activity is recurring. If applicable, choose a repeat type from the drop-down menu. Each option has additional fields that will then need to be populated.
If you select Daily, choose whether the event repeats every set number of days or every weekday. If you select Weekly, enter the weekly frequency, and pick the days of the week the event will repeat on. If you select Monthly, either enter the day of the month and monthly frequency, or pick the week, day of the week, and monthly frequency for the event.
If you select Yearly, either enter the yearly frequency and select a specific month and day, or pick the week, day of the week, and month for the yearly recurrence. And if you select Custom, enter how many times the event repeats, and then select the date and time for each of those recurrences.
Then, enter the recurrence end date for the activity. If applicable, adjust the status of the maintenance activity. This field can be updated throughout the maintenance process. Once completed, select Save.
You will now see the new maintenance activity on the activities list. The assignee will then receive an email notification about the new activity. Like before, select View to review the activity, Edit to revise the activity, like the status and recurrence end date, and Delete to cancel the maintenance activity.
This concludes the Maintenance: Adding Systems, Components, & Activities overview. For more information on the Maintenance feature, please refer to our user guides.