Some equipment needs regular maintenance — annual SCBA flow tests, quarterly ladder inspections, pump tests, and so on. The Maintenance tab shows each item's service status, warranty, and replacement due date, and lets you log a service as it happens.

Setting up maintenance tracking on an item

Service intervals, warranties, and replacement cycles are set on the inventory item itself, not on the Maintenance tab. To enable tracking for an item:

  1. Go to the Inventory tab and edit the item.
  2. Fill in any of these fields that apply:
  3. Service Interval (days) — how often this item needs service.
  4. Last Serviced — when it was last serviced.
  5. Warranty Expires — the warranty end date.
  6. Replacement Cycle (months) — how long the item is expected to stay in service before replacement.
  7. Purchased On — used together with the replacement cycle to calculate a replacement date.
  8. Save.

Once any of those fields are set, the item shows up on the Maintenance tab.

Viewing maintenance status

  1. Open Equipment from the menu and click the Maintenance tab.
  2. Each row shows Item, Last Serviced, Next Service, Warranty, Replacement Due, and a Scheduled? flag.
  3. Next Service turns yellow when it is within 30 days and red when overdue.

Use the Maintenance Status filter to narrow to items that are Due Soon or Overdue.

Logging a service

  1. Find the item on the Maintenance tab.
  2. Click Log Service on that row.
  3. Set the Serviced On date (defaults to today).
  4. Add Notes (parts replaced, readings, pass/fail results).
  5. Save.

The Next Service date moves forward automatically based on the service interval you set on the item.

Example

Your agency has 20 SCBA units that need annual flow testing. For each one, you go to Inventory, edit the item, set Service Interval to 365 days, and set Last Serviced to the most recent test date. The units now show up on the Maintenance tab with a Next Service date. In January you send all 20 for testing. As each comes back, you find it on Maintenance, click Log Service, record the date, and add notes with the test results. Next Service for each unit moves to next January automatically.

Tip: Log every service event, even minor ones. A complete service history makes it much easier to justify a replacement request when a piece of equipment keeps failing.