Maintenance & Assets

An asset is any machine or piece of equipment you want to track — a lathe, a press, a compressor. The Asset Hub lists them all, grouped by site location, with quick links to Work Orders, Spare Parts, and the rest of the maintenance pages.

Click Add Asset and fill in what you know: name, asset tag, make, model, serial number. Two fields matter more than they look:

• Location — assets live in the same location tree as everything else in the app. Picking the right spot means workers see the machine on their own My Workspace page, and its work orders are filed under the right shop.
• Criticality — Low, Medium, High, or Critical. This tells everyone how much a breakdown hurts; when a high or critical machine is marked down from the floor, the automatic maintenance request comes in as urgent.

Each asset also has a Status: Running, Idle, Down, or Retired. Day to day this is updated from the floor (see Machine status — Running, Idle, Down); set it by hand only for things like retiring a machine.

You can give an asset a Parent Asset to build a hierarchy — a spindle under its machine, for example. Sub-assets show indented in the list and on the parent’s page.

The QR code button prints a code that opens the asset’s page when scanned — handy taped to the machine itself. Clicking an asset’s name opens its full workspace: work orders, requests, spare parts, turret, reliability, and meters, each on its own tab. The Import button appears only if you have the import permission.

A PM schedule is a repeating maintenance job — lubricate, swap a filter, inspect belts — so machines get cared for before they break. Manage them on the Maintenance page under On the Floor, on the PM Schedules tab.

Each schedule has a Trigger:

• Calendar (every N days) — due a fixed number of days after it was last done. Right for time-based wear like coolant changes.
• Meter (every N units) — due after the machine racks up so many hours, cycles, or whatever the meter counts. Right for use-based wear. See Meters and readings.

The status badge on each row tells you where it stands: new (never done yet), ok, due (coming up — within 7 days, or 80% of the meter interval used), or overdue.

Two ways to close the loop when the work happens:

• The green check button marks the PM done right there — it logs the estimated cost to the asset’s cost log and resets the clock.
• Generate Due PM Work Orders creates a preventive work order for every overdue schedule (skipping any that already have one open). Completing that work order updates the schedule automatically — better when you want labor and parts tracked.

The same page has a Planned Downtime tab — block out days a machine will be unavailable and the auto-scheduler will plan around it — and a Cost Log tab for one-off maintenance and consumable costs, which feed machine overhead in costing.

A work order (WO) is one maintenance job on one asset, with its own number (like WO-MNT-00042), priority, and cost record. Find them on the Work Orders page; the chips along the top count each status and click to filter.

There are three types: Corrective (something broke, fix it), Preventive (planned work, usually from a PM schedule), and Inspection. A work order moves through these statuses: requested → open → in progress → (on hold if interrupted) → complete, or cancelled.

Click New Work Order and pick the asset, give it a title, and set a Priority (Low, Normal, High, Urgent). You can assign a worker, set a due date, link a PM schedule, record a failure code, and tick Takes asset offline if the machine cannot run during the work.

Open a work order to run it. The action bar offers Start, Hold, Resume, Complete, and Cancel depending on where it stands. While it is open, log what the job actually consumed:

• Labor — worker, hours, and date; the worker’s hourly rate is captured at that moment so old records stay accurate.
• Parts — pick a spare part (its cost is used and stock is deducted) or type a free-text part with a cost.

When you hit Complete, the total cost posts to the asset’s maintenance history (which feeds machine overhead in costing), a downtime window is recorded if it took the asset offline, and any linked PM schedule is marked done.

A request is how anyone flags a problem without having to plan the fix — it is simply a work order sitting in the requested status until the maintenance team picks it up. Three ways to raise one:

• The Requests page — pick the asset, give a short title and priority, describe what is wrong, and click Submit Request.
• The Request Maintenance button on any asset’s page.
• From the floor: when you mark a machine Down in My Workspace and the stop reason is a fault, you can tick Report to maintenance (creates a request) — see Machine status — Running, Idle, Down. Requests created this way come in as high priority, or urgent if the machine is high or critical criticality.

The maintenance team works the queue on the Requests page, sorted with the most urgent first. For each one they can:

• Convert — turn it into a real open work order, optionally assigning a worker and due date on the spot. From there it follows the normal flow in Maintenance work orders.
• Dismiss (the × button) — remove it if it is a duplicate or not actually a problem.

Pending requests also appear on the Requests tab of the asset they belong to, with the same Convert action, and in the alert bell so they are hard to miss.

A meter is a usage counter on a machine — running hours, spindle cycles, strokes, anything that climbs as the machine works. Meters matter because wear often follows use, not the calendar: a machine that ran double shifts needs its service sooner than one that sat idle.

To add one, open the asset’s page and go to the Meters & Info tab. Click Add Meter and give it a name (e.g. Hours or Cycles), a unit, and the starting reading off the machine’s own display.

From then on, record readings whenever you check the machine: the small + button next to a meter opens a row where you type the new reading and date. The latest reading becomes the meter’s Current value.

The payoff is in Preventive maintenance (PM) schedules: a PM schedule with the Meter (every N units) trigger watches the meter instead of the calendar. If the PM is “every 500 hours” and the meter shows 500+ hours used since the last service, the schedule turns due and then overdue, and Generate Due PM Work Orders will create the job.

Readings only help if they are fresh — a quick habit of logging the hour meter at the end of each week keeps meter-based PMs honest.

Spare parts are the bearings, belts, filters, and fuses you keep on the shelf to fix machines — what the trade calls MRO stock. The Spare Parts page tracks them, but the actual counting happens in your normal inventory: each spare is a catalog product classified Spare / MRO, and its stock number is read straight from IMS.

Click Add Spare and choose a Backing product: Link existing product if the part is already in your catalog, or Create new product to make one on the spot. Then set:

• Reorder Point — when stock falls to or below this, the part is flagged in red and counted in the low-stock warning banner at the top of the page (and in the alert bell).
• Storage Location — free text like “Shelf B3, Bin 12” so the part can actually be found at 2 a.m.

Next, link spares to assets: on an asset’s page, the Spare Parts tab lists what fits that machine, with live stock. One spare can be linked to many machines. This is what makes a breakdown fast — the fixer opens the machine’s page and sees exactly which parts apply and whether any are in stock.

When a part is used on a work order, picking it from the spare list deducts stock automatically. A small manual badge means the spare is not linked to a product, so its count is maintained by hand. The warehouse button jumps to the product’s IMS page for receiving and bin management. See Spare parts are products too for how the product side works.

Every active machine is always in one of three states: running (making parts), idle (able to run but not running), or down (cannot run). Each change is stamped with a time, so the app knows exactly how long every machine spent in each state — that is the raw material for efficiency and downtime numbers.

Where you set it: operators tap Running / Idle / Down on the machines shown in My Workspace. Supervisors with the floor permission also get the live Machine Status board on On the Floor, showing every machine’s state, how long it has been there, and its recent efficiency — it refreshes itself every few seconds.

Marking a machine down requires a stop reason, picked from tiles such as Machine fault / breakdown, Setup / changeover, Waiting on material, Tooling / fixture issue, Quality hold, No operator available, or Planned maintenance. Honest reasons matter: they build the downtime Pareto that tells you what to fix first. For fault-type reasons you can also tick Report to maintenance (creates a request) — see Reporting a problem (maintenance requests).

Leaving running asks two quick questions: Parts made and Parts scrapped. If a production order is linked to the run, those counts post straight into that day’s production log — no separate data entry.

A down day is also recorded as downtime so the production scheduler plans around the machine until it is back.

A tool assembly is a buildup — a holder, an insert, maybe a screw and a shim — treated as one tool. Build and manage them on the Tool Assemblies page.

Click New Assembly, give it a name and a type (Insert, End Mill, Drill, Tap, Gauge, Fixture, or Other), then add components — real catalog products with quantities and roles. Because components are inventory items, the Buildable column shows how many complete assemblies your current stock could make.

Tool life: set Expected Life (parts) and use Log Use to record parts run. The life bar turns yellow as it wears and red at 100% — the assembly is worn and shows in the red banner at the top. When you swap the insert, click Change Edge / Rebuild to reset the counter to zero.

Home machine: assigning an assembly a home machine ties it to that asset, and only a machine’s own assemblies can be loaded into its turret.

The turret: on an asset’s page, the Turret & Assemblies tab shows numbered positions (T1, T2…). Click Configure to set how many positions the machine has, then Load, Change, or Clear each one — so anyone can see exactly what is in the machine right now, with life bars and worn warnings per position.

Finally, Add to Tool List expands an assembly’s components into a tool list ready to issue at a vending machine; tick Expendables only to include just consumable components and skip durable tooling. See Tool lists: pre-built picking lists.

The Reliability Dashboard turns your work orders and machine-status history into a health report for the whole fleet. Pick a date range at the top (it starts with the last 90 days) and click Apply.

What the tiles mean, in plain terms:

• OEE (Overall Equipment Effectiveness) — the headline score, combining the three below. 85%+ is world class; most shops live lower.
• Availability — of the time machines were supposed to run, how much they actually could.
• Performance — how close run speed came to ideal.
• Quality — good units out of total produced.
• MTBF (mean time between failures) — average running hours between breakdowns. Bigger is better.
• MTTR (mean time to repair) — average hours to get a broken machine back. Smaller is better.
• PM Compliance — how often preventive work was done on time.
• Maint Cost — total maintenance spend in the range.

The By Asset table ranks machines by availability, downtime hours, corrective work-order count, and cost — your worst actors float to the top. The Downtime Pareto groups downtime by the failure code on corrective work orders, which is exactly why filling in that field matters: it tells you whether to spend money on electrical issues, tooling, or training.

Each asset also has its own Reliability tab on its page, with the same numbers for just that machine plus efficiency while operators were clocked in over the last 7 days.