Maintenance Schedules

Proactive maintenance scheduling prevents unexpected breakdowns, extends equipment life, and maintains warranty coverage. This guide shows you how to set up and manage maintenance schedules in DrillerDB.

Quick Start: Create a Maintenance Schedule

1. Open Equipment and select an item
2. Go to the Maintenance tab
3. Click Add Schedule
4. Choose schedule type (calendar or usage-based)
5. Set interval and notifications
6. Save the schedule

Step-by-Step: Setting Up a Maintenance Schedule

Step 1: Navigate to Equipment

1. Click Equipment in the sidebar
2. Find and click the equipment item
3. Select the Maintenance tab

Step 2: Create a New Schedule

1. Click Add Maintenance Schedule
2. Enter the schedule details:

Step 3: Choose Schedule Type

Select how maintenance is triggered:

Calendar-Based:

• Service due after a set time period
• Good for: inspections, registrations, seasonal prep
• Set interval in days, weeks, or months

Usage-Based:

• Service due after hours, miles, or cycles
• Good for: oil changes, filter replacements
• Set interval in usage units

Combined (Recommended):

• Service due whichever comes first
• Example: Every 250 hours OR 6 months
• Best protection against missed service

Step 4: Set the Baseline

Enter when service was last performed:

1. Last Service Date: Enter the date of previous service
2. Current Meter Reading: For usage-based, enter current hours/miles
3. System calculates next due date automatically

Step 5: Configure Notifications

Set up reminders before service is due:

1. Enable Email Notifications
2. Set Lead Time (e.g., 7 days before due)
3. Choose notification recipients:
   • Equipment manager
   • Assigned operator
   • Shop foreman
4. Enable Overdue Alerts for escalation

Step 6: Save and Review

1. Click Save Schedule
2. View the upcoming service on the equipment timeline
3. Schedule appears in the Maintenance dashboard

Common Maintenance Schedules

For Drill Rigs

For Service Vehicles

For Pumps

Managing Multiple Schedules

Each equipment item can have many maintenance schedules. Track independently:

1. View all schedules on the equipment Maintenance tab
2. See upcoming service across all equipment in Equipment > Maintenance Dashboard
3. Filter by schedule type, due date, or equipment category

Completing Scheduled Maintenance

When service is performed:

Step 1: Open the Service Log

1. Go to the equipment item
2. Click Log Service or open overdue alert
3. Select the maintenance schedule this fulfills

Step 2: Record Service Details

1. Enter service date and technician
2. Update meter reading if usage-based
3. Add parts used and costs
4. Note any issues found
5. Upload photos or receipts (optional)

Step 3: Reset the Schedule

1. Confirm the service is complete
2. System automatically calculates next due date
3. Schedule moves to "Current" status

Adjusting Schedules

Change Interval

1. Open equipment maintenance tab
2. Click the schedule to edit
3. Update the interval
4. System recalculates all future due dates

Pause a Schedule

For equipment in storage or out of service:

1. Open the schedule
2. Set status to Paused
3. Schedule stops generating alerts
4. Reactivate when equipment returns to service

Delete a Schedule

1. Open the schedule
2. Click Delete
3. Confirm - history is preserved but schedule removed

Viewing Maintenance Status

Equipment Page

• Green = Current (all maintenance up to date)
• Yellow = Due Soon (within lead time)
• Red = Overdue (past due date)

Maintenance Dashboard

1. Go to Equipment > Maintenance
2. View all equipment with:
   • Upcoming service
   • Overdue items
   • Recently completed
3. Filter by equipment type, team, or due date

Overdue Report

1. Go to Reports > Equipment
2. Select Overdue Maintenance
3. Export list for service planning

Best Practices

Start with Manufacturer Specs Use OEM recommendations as your baseline, then adjust based on actual conditions.

Be Consistent Use the same task names across similar equipment for accurate reporting.

Set Realistic Lead Times Give yourself enough time to schedule work and order parts (7-14 days recommended).

Track Usage Accurately Update meter readings regularly for accurate usage-based scheduling.

Review Quarterly Check your schedules each quarter and adjust based on equipment performance.

Troubleshooting

Schedule not triggering?

• Check that baseline date/meter is set
• Verify notifications are enabled
• Ensure interval is entered correctly

Wrong due date calculated?

• Verify last service date is correct
• Check current meter reading
• Recalculate by editing and saving

Too many notifications?

• Adjust lead time to reduce early alerts
• Consolidate similar schedules
• Set up digest emails instead of individual

Related Topics

• Service Logs - Record completed maintenance
• Overdue Maintenance - Manage past-due items
• Equipment Costs - Track maintenance expenses
• DVIR Reports - Daily vehicle inspections