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.
Quick Start: Log Service
- Open equipment record
- Click Log Service button
- Enter service date and type
- Add description of work done
- Record costs (labor, parts)
- Update meter reading
- Click Save
Creating Service Log Entries
Access service logs from the equipment details page or use the quick action button on the equipment list.
Where to Log Service
| Location | How to Access |
|---|---|
| Equipment details page | Open equipment, click Log Service |
| Equipment list | Click quick action Add Service Log |
| Overdue maintenance alert | Click Log Service from notification |
Service Entry Information
When logging service work, record the following information.
Required Fields
| Field | Purpose | Example |
|---|---|---|
| Service Date | When work performed | 01/15/2026 |
| Service Type | Category of work | Routine Maintenance |
Service Types
| Type | Description | Use For |
|---|---|---|
| Routine Maintenance | Scheduled service | Oil changes, filter replacements |
| Repair | Fix breakdown/issue | Broken parts, failures |
| Inspection | Check condition | Safety checks, audits |
| Upgrade | Improvements | New components, enhancements |
Detail Fields
| Field | Purpose | Best Practice |
|---|---|---|
| Description | What was done | Include parts replaced, issues found |
| Performed By | Who did the work | Name or company |
| Meter Reading | Current usage | Hours, miles at time of service |
Cost Fields
| Field | Tracks | Feeds Into |
|---|---|---|
| Labor Cost | Work hours/rate | Cost per hour analysis |
| Parts Cost | Materials used | Total maintenance costs |
| Other Costs | Miscellaneous | Complete cost picture |
The more detail you provide in descriptions, the more valuable your service history becomes for troubleshooting and planning.
Uploading Documentation
Attach supporting documents to service entries for proof and compliance.
Recommended Attachments
| Document | Purpose |
|---|---|
| Repair invoices | Proof of work, cost documentation |
| Parts lists | What was installed |
| Warranty info | Coverage records |
| Before/after photos | Condition documentation |
| Diagnostic reports | Technical findings |
| Compliance certificates | Regulatory proof |
Step-by-Step: Attach Documents
- Create or open service log entry
- Scroll to Attachments section
- Click Add Attachment
- Select file from computer
- Add description
- Click Upload
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.
What You Can Do
| Task | Benefit |
|---|---|
| Review maintenance patterns | Identify trends |
| Identify recurring problems | Plan repairs |
| Calculate total costs | Budget planning |
| Verify warranty dates | Track coverage |
| Prepare for insurance | Renewal documentation |
| Support resale claims | Prove maintenance |
Step-by-Step: View Service History
- Open equipment record
- Click Service History tab
- View entries in chronological order
- Filter by date range or type
- Click any entry for details
Scheduled vs. Unscheduled Service
Service logs distinguish between planned maintenance and unexpected repairs.
Service Categories
| Category | Description | Schedule Impact |
|---|---|---|
| Scheduled Maintenance | Routine, planned service | Resets next due date |
| Unscheduled Repairs | Breakdowns, discovered issues | No schedule impact |
When to Use Each
| Situation | Category |
|---|---|
| Oil change at 250 hours | Scheduled |
| Hydraulic leak repair | Unscheduled |
| Annual inspection | Scheduled |
| Breakdown in field | Unscheduled |
Tracking unscheduled repairs separately helps identify reliability problems and justify replacement decisions.
Impact on Maintenance Schedules
When you log service that fulfills a scheduled maintenance requirement, the system automatically updates.
Automatic Updates
| You Log | System Does |
|---|---|
| Scheduled service completed | Calculates next due date |
| Current meter reading | Updates baseline for usage tracking |
| Service type fulfilled | Removes from overdue list |
Step-by-Step: Log Scheduled Maintenance
- Open service log form
- Select the maintenance schedule being fulfilled
- Enter service date and meter reading
- Add costs and description
- Save entry
- Next due date recalculates automatically
Exporting Service Records
Export complete service histories for various purposes.
Export Use Cases
| Purpose | Information Included |
|---|---|
| Accounting | Costs, dates, vendors |
| Warranty claims | Service dates, descriptions |
| Equipment sales | Full maintenance history |
| Compliance audits | All records with attachments |
Step-by-Step: Export Service History
- Open equipment service history
- Set date range (optional)
- Click Export
- Choose format (CSV or PDF)
- Download includes all details and attachment references
Troubleshooting
Service log not saving?
- Ensure required fields are complete
- Check date format is valid
- Verify meter reading is numeric
Schedule not updating after logging service?
- Ensure correct maintenance schedule selected
- Verify service type matches schedule
- Check date isn't in the future
Can't find old service entry?
- Expand date range filter
- Clear all filters
- Search by description text
Attachments not uploading?
- Check file size limits
- Verify file format supported
- Try different browser
Related Topics
- Maintenance Schedules - Configure schedules
- Overdue Maintenance - Track past-due items
- Costs & Analytics - Cost analysis
- Equipment List - View all equipment