This article will show you how to create, assign, and schedule maintenance tasks for your equipment and vehicles. You will need to start by setting up Maintenance Tasks in Settings. Maintenance Tasks can be assigned to one or more employees and managed via the desktop and/or the mobile app.
Let's start with creating Maintenance Tasks in your Company settings.
Select Maintenance Settings from the left Settings panel
4.
Select "Add Task" on the top right to get started
5.
From the "Add Maintenance Task" box fill in the required information
a.
Task Name: Type in the desired name for your task (ie; Oil Change, Check Tire Pressure, Replace Blades, etc.)
b.
Type: Choose between a "Preventative" or "Repair" maintenance task
c.
Frequency: Choose how frequently you want your Maintenance Task to be assigned → One Time → Recurring
d.
Schedule: When choosing the Recurring frequency you will have the option to schedule your created task either Daily, Weekly, Monthly, Yearly or Custom
e.
Interval Count/Interval: Within the Custom scheduling option, you will have to enter a numerical value and frequency based in Days, Hours or Miles depending on your desired Maintenance task
f.
Description: Add any Notes your Maintenance crew may need to be aware of for this particular task (ie; Replacement blade part#, replace oil filter, etc.)
6.
Click Save to finish creating the task
Repeat the above steps for all Maintenance Tasks you need. (Note: You can manage your Maintenance tasks in settings at any time. If tasks have been scheduled, you will be prompted to choose whether to update the template for future tasks or both current and future scheduled tasks.)
View Maintenance Tasks
1.
To view your maintenance tasks, go to your navigation panel on the left side in Horizon360, click on the down arrow next to "Equipment and then click "Maintenance".
In your maintenance panel you will be able to control your maintenance tasks such as; assigning, completing, skipping, deleting and editing any tasks. In this section, we will review where to find all these options
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Export CSV: Download an Excel spreadsheet of your created maintenance tasks
3.
Assign Maintenance Task: Schedule a task and assign it to your equipment
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Search Filters:
a.
Active/Inactive equipment
b.
Equipment
c.
Specific Type of Task
d.
By Employee if assigned to someone
e.
Upcoming, completed or skipped tasks
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Maintenance Task Dashboard:
f.
Equipment Name
g.
Task Name
h.
Due (Note: Due in will display by hours or days depending on scheduled task)
i.
Assigned To (Note: Bubble with initials will populate if task is assigned to a specific employee)
j.
Status (Note: will display if your task is overdue or upcoming)
Assign a Maintenance Task
Now let's take a look at how to assign a maintenance task to your equipment. (Note: Most of the settings below will carry over when you created your Maintenance Tasks under Company Settings) (See Create a Maintenance Task)
1.
Click "Assign Maintenance Task"
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Equipment: Select which equipment you would like to assign the task to
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Maintenance Task: Choose from your created maintenance tasks
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Type: This option is locked and set up based on your created maintenance task in settings
5.
Frequency: Choose between Recurring or a One-Time occurence
6.
Schedule: Choose a Daily, Weekly, Monthly, Yearly, or Custom schedule (Note: Custom can be used when an interval of hours or days is required.)
7.
Count: This option becomes available when you choose a Custom schedule. You enter a numerical value based on the count and interval set. (ie; Oil Change every 100 hours, check tire pressure every 3 days, etc.)
8.
First Instance: Specify when the equipment's first maintenance task will be due. Each subsequent task will be due based on the count and interval set. Choose between "Due At" or "Due Now".
9.
First Instance Due at: This option is available when you choose "Due At" as your first instance and Hours as your "count".
10.
Description: If you added a description during your maintenance setup they will display here or you may also enter them now.
11.
Estimated Cost: Enter a dollar figure for the estimated cost of this task
12.
Current Hours: This tracks your machine's usage in hours. → Automatic Hours: When a tracker is installed, hours will be tracked automatically based on usage of the machine. → Manual Hours: If a tracker is not installed, you must track and update the hours manually in order to get up to date notifications on upcoming maintenance tasks.
13.
Assigned To: You can assign the task to appear for a specific employee on your team
14.
Click Create Task to save and begin your assigned maintenance task
Manage Assigned Tasks
Now that we have taken a look at how to assign a task to our equipment, let's take a look at how you will complete or skip the assigned tasks.
1.
To view the details of an assigned maintenance task, find the equipment you want to work on in the list view and click on the line item to open the maintenance details tab.
(Note: For quick access to edit, complete, skip or delete a task you can click the "more actions" button next to your equipment.)
2.
Click Complete to bring up the completion form
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In this form, you will fill in the required slots in order to mark your task complete.
a.
Notes: Enter notes of the maintenance performed
b.
Estimated Cost: This will transfer from your initial maintenance task setup. (Note: Can be edited as needed)
c.
Cost Incurred: Enter the actual cost of the task performed (ie; cost of materials, labor, etc.)
d.
Assigned To: If an employee was assigned to this task, you will see it here. You may also add an employee if needed
e.
Completed Date: This is required and a date has to be chosen of when the task was completed
f.
Completed By: Choose the employee who is marking this task complete
g.
Current Hours: As mentioned in the section above "Assign a Maintenance Task", if a tracker is installed on the equipment, the hours will automatically update. If there is no tracker on the equipment, be sure to update the hours here to continue the task cycle.
4.
Click save to complete the task
You can now create maintenance tasks as often as you need. Keeping up with maintenance on a regular basis will help ensure you keep your equipment performing at it's peak capacity.
