QualityCompliance

Preventive maintenance

Schedule planned work from equipment hours, fault history and manufacturer intervals instead of waiting for breakdowns.

Tools

MaintainX, Samsara, monday.com, Freshservice

Outcomes

Planned work completed before it falls due • Statutory inspections booked ahead of expiry • Breakdown hours trending down month on month

Documentation

Instruction-ready detail below

What breaks

The maintenance schedule lives in a spreadsheet that is stale by the end of the first shift, so work happens after breakdowns and inspections are found overdue.

What the workflow does

  • Run hours and meter readings from fleet telematics are compared with the planned service interval.
  • Work orders are built from equipment history, not from a calendar reminder alone.
  • Statutory inspections are booked ahead of expiry with the certificate owner named.
  • A work order held for a missing part is linked to stock and to the part order.
  • The weekly backlog shows planned hours, overdue work and assets with repeat faults.

What a human approves

The maintenance lead approves the schedule, signs off each isolation before work starts, and decides which breakdowns become permanent fixes.

Automations

Choose the setup that matches your tools.

Meter reading reminder

Reminds technicians to log readings before a planned service falls due on real run hours.

Spare parts shortage alert

Flags a work order held for a missing part so the part can be reordered before the job slips again.

Work order overdue alert

Alerts the maintenance lead when a work order passes its due date without being closed.

Problem this workflow solves

Maintenance is reactive because the planner's schedule lives in a spreadsheet that is out of date by the end of the first shift. Unplanned stoppages hit the line at the worst moment, and statutory inspections are discovered late, when the certificate is already overdue. Planning work from real run hours and fault history keeps both uptime and the audit defensible.

Related workflows

Incident logging

Records every failure with its asset, cause and fix at the moment it happens, so a repeat fault stops being diagnosed from scratch.

Quality reports

Builds the quality report from the same defect, scrap and inspection records every month, so the numbers stop being retyped from a spreadsheet.

SLA monitoring

Measures carrier and supplier performance against the service levels actually agreed, and warns the owner before a missed target becomes a credit.

Download

Start with one instruction file.

Download the app and begin with drafts and checklists before you write anything back.

  • •Plain-language instructions
  • •Runs on your machine
  • •Works with your existing setup
  • •Reviewable activity history
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