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Pump Logs

Step-by-step guide to recording pump operation data and maintenance activities

Pump Logs

Pump logs provide detailed records of pump operation, performance measurements, and maintenance activities. This guide shows you how to create and manage pump log entries.

Quick Start: Create a Pump Log

  1. Open work order or equipment record
  2. Go to Pump Logs tab
  3. Click Add Log Entry
  4. Enter operational readings
  5. Save the entry

Why Record Pump Logs

PurposeBenefit
Performance TrackingIdentify problems early
Maintenance RecordsProve proper care for warranty
Customer ReportingProvide required documentation
TroubleshootingDiagnose root causes
ComplianceMeet regulatory requirements

Step-by-Step: Creating a Log Entry

Step 1: Access Pump Logs

From Work Order:

  1. Open the work order
  2. Click Pump Logs tab
  3. Click Add Log Entry

From Equipment Record:

  1. Go to Equipment
  2. Open the pump record
  3. Click Pump Logs tab
  4. Click Add Log Entry

Step 2: Enter Header Information

FieldDescription
DateWhen reading was taken
TimeSpecific time of reading
TechnicianWho took the reading
ReasonRoutine, repair, complaint

Step 3: Record Operational Readings

Flow Rate:

  1. Enter volume in GPM (gallons per minute)
  2. Compare to baseline performance
  3. Declining rates indicate problems

Pressure Readings:

ReadingWhere Measured
Suction PressurePump inlet (PSI)
Discharge PressurePump outlet (PSI)
System PressureAt pressure tank

Power Consumption:

  1. Enter amperage (amps)
  2. Record voltage
  3. Calculate or enter power (watts)

Changes in power consumption often indicate mechanical problems before other symptoms appear.

Run Time:

  • Hours since last service
  • Read from hour meter
  • Helps schedule preventive maintenance

Water Levels:

MeasurementWhen to Record
Static LevelBefore pumping (resting)
Pumping LevelDuring operation
Recovery TimeHow fast level recovers

Step 4: Document Maintenance Activities

Routine Maintenance:

  • Oil changes
  • Bearing lubrication
  • Belt adjustments
  • Filter cleaning

Repairs:

  1. Describe the problem found
  2. Document the cause
  3. List parts replaced
  4. Record tests performed after repair

Inspections:

  • Seal condition
  • Bearing wear
  • Impeller condition
  • Motor status

Step 5: Add Photos (Optional)

  1. Click Add Photo
  2. Take or select image
  3. Add caption
  4. Photos attach to log entry

Good photos to capture:

  • Gauge readings
  • Worn parts
  • Before/after repairs
  • Serial numbers
  • Installation details

Step 6: Save the Entry

  1. Review all entered data
  2. Click Save Log Entry
  3. Entry appears in pump log history
  4. Links to work order and equipment

Key Measurements Reference

Normal Ranges

MeasurementTypical RangeConcern Level
Flow RateWithin 10% of rated>20% below rated
PressurePer system designFluctuating or low
AmperageWithin 10% of nameplate>15% high
Voltage110/220 ±5%>10% variance
Water LevelStableDropping steadily

Warning Signs

SymptomPossible Cause
Low flowWorn impeller, clogged screen
High ampsBearing failure, cavitation
Pressure fluctuationAir in system, failing tank
Rapid cyclingWaterlogged tank, check valve
Noisy operationCavitation, bearing wear

Viewing Pump Log History

From Equipment

  1. Open equipment record
  2. Go to Pump Logs tab
  3. View chronological history
  4. Click any entry to see details

The system can display:

  • Flow rate over time
  • Power consumption trends
  • Maintenance intervals
  • Cost tracking

Generating Reports

  1. Go to Reports > Equipment
  2. Select Pump Log Report
  3. Choose equipment and date range
  4. Export to PDF or Excel

Setting Up Reminders

Automatic Service Reminders

Based on pump log data, set reminders:

Hour-Based:

  1. Go to equipment settings
  2. Set service interval (e.g., every 500 hours)
  3. System tracks run time
  4. Alerts when due

Time-Based:

  1. Set calendar interval (e.g., every 6 months)
  2. Reminder generates automatically
  3. Creates draft work order

Step-by-Step: Create Reminder

  1. Open equipment record
  2. Go to Maintenance tab
  3. Click Add Schedule
  4. Set interval type and value
  5. Choose notification recipients
  6. Save

Customer Reporting

Generating Customer Reports

  1. Open equipment record
  2. Click Generate Report
  3. Select report type:
    • Performance Summary
    • Maintenance History
    • Annual Review
  4. Choose date range
  5. Export or email to customer

What Reports Include

SectionContents
SummaryEquipment info, overall status
ReadingsKey measurements over time
MaintenanceAll service performed
RecommendationsSuggested future service

Troubleshooting

Can't add pump log?

  • Equipment must be linked to work order
  • Check you have edit permissions
  • Verify work order isn't closed

Readings not saving?

  • Check required fields are complete
  • Verify numeric format (no text)
  • Try refreshing the page

Missing historical data?

  • Logs tied to specific equipment
  • Check correct equipment is selected
  • Data may predate system usage

Reports not generating?

  • Check date range includes data
  • Verify equipment has log entries
  • Try smaller date range first

Best Practices

For Accuracy

  • Take readings at consistent times
  • Use calibrated gauges
  • Record actual values (don't estimate)
  • Note any unusual conditions

For Completeness

  • Log every service visit
  • Include photos when possible
  • Document parts used
  • Record technician observations

For Usefulness

  • Compare to baseline readings
  • Note trends, not just values
  • Flag concerning changes
  • Recommend follow-up as needed

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