Service Logs
Service logs provide a complete maintenance history for each piece of equipment. This documentation is essential for warranty claims, resale value, compliance audits, and identifying recurring issues that may require attention.
Creating Service Log Entries
Access service logs from the equipment details page or use the quick action button on the equipment list. Each service entry captures important details about maintenance or repair work performed.
Service Entry Information
When logging service work, record the following information:
Service Date: When the work was performed. This becomes part of the equipment's permanent maintenance history and affects future maintenance scheduling.
Service Type: Categorize the work as routine maintenance, repair, inspection, or upgrade. This classification helps with reporting and cost analysis.
Description: Detailed notes about what was done. Include specific parts replaced, problems addressed, and any observations about equipment condition. The more detail you provide, the more valuable this history becomes.
Performed By: Who completed the service work. This could be in-house staff, external service providers, or dealerships. Tracking this information helps evaluate service quality and manage vendor relationships.
Cost Information: Labor costs, parts costs, and any other expenses. This data feeds into equipment cost tracking and helps with budgeting decisions.
Meter Reading: Current hours, miles, or other usage metrics at the time of service. This information is crucial for maintaining accurate maintenance schedules based on actual usage.
Uploading Documentation
Attach supporting documents to service entries:
- Repair invoices and receipts
- Parts lists and warranty information
- Before and after photos
- Diagnostic reports
- Compliance certificates
These attachments provide proof of service for warranty claims and demonstrate compliance with regulatory requirements.
Service History View
The service history page displays all entries for a piece of equipment in chronological order. Use this view to:
- Review maintenance patterns
- Identify recurring problems
- Calculate total maintenance costs
- Verify warranty coverage dates
- Prepare for insurance renewals
- Support resale value claims
Scheduled vs. Unscheduled Service
Service logs distinguish between planned maintenance and unexpected repairs:
Scheduled Maintenance: Routine service performed according to the maintenance schedule. These entries automatically update the next due date for recurring maintenance.
Unscheduled Repairs: Breakdown repairs or issues discovered during operation. These entries help identify equipment reliability problems and justify replacement decisions.
Impact on Maintenance Schedules
When you log service that fulfills a scheduled maintenance requirement, the system automatically updates the next due date based on your maintenance interval settings. This keeps your maintenance schedule current without manual calculations.
Exporting Service Records
Export complete service histories for accounting purposes, warranty claims, equipment sales, or compliance documentation. The export includes all details and references to attached documents.