Maintenance Events

A Maintenance Event captures the actual work that happened on a piece of equipment — when it started and ended, who did it, how much it cost, how long the asset was down, what parts were used, and (for breakdowns) why it failed.

One record type covers every kind of maintenance work, planned and unplanned alike, so a single asset's history stays in one place regardless of how the work came about.

Where it lives

Open the Maintenance Hub's Events tab and select + Log Event. Events are also created automatically when a preventive-maintenance schedule with auto-generate turned on comes due. Every event also appears on its asset's own Maintenance History tab. Viewing requires the view-maintenance permission; logging, editing, starting, or completing an event requires edit-maintenance.

Event types

Whether an event counts as planned can be set independently of its type — for example, a repair scheduled in advance during a planned maintenance window.

The event lifecycle

An event moves from Scheduled to In Progress to Complete, or can be Cancelled if it's no longer needed. You can't jump straight from Scheduled to Complete — starting the event is what flips the asset's status to Maintenance, and completing it is what restores the asset's prior status, records the downtime, advances the linked schedule to its next due date, and deducts any parts used from inventory. Cancelling simply removes the event from active counts with no other effect.

Logging an event

Choosing the type

Five buttons at the top let you pick the event type — Preventive Maintenance, Inspection, Calibration, Repair, or Breakdown — which also sets a sensible default for whether it's planned.

Basics

Timing

Scheduled start / end is when you plan to do the work — this is what the capacity calculation uses to account for planned downtime. Started at / Ended at is when the work actually happened, and downtime is calculated from these once the event is completed.

For an unplanned breakdown, it's fine for the scheduled and actual times to be the same — you can't schedule what you didn't see coming.

Downtime

The downtime figure — the headline number behind reliability reports like mean time to repair — is calculated automatically from the start and end times once completed, but it's editable, so a technician can still record accurate downtime if they didn't start or end the event in real time.

Root cause (breakdown only)

A short field for the operator's first-pass diagnosis on a breakdown. Keep this brief — a fuller root-cause writeup belongs in Internal Notes.

Labor cost / Total cost

Labor cost is entered manually (labor hours at the loaded rate). Total cost is calculated automatically as labor cost plus the cost of every part used, and can't be edited directly.

Parts used

Add a line for each part consumed: the item, the quantity, and a unit cost that defaults from the item's average cost but can be overridden. The line's cost is calculated automatically.

Completing the event deducts each part's quantity from inventory and posts the total cost to the asset's maintenance history. If a part drops below its safety stock level as a result, it shows up in the low-stock alerts.

Internal notes

Free text for anything else — procedure deviations, follow-up needed, or photos as attachments.

Custom fields

If your company has configured custom fields for maintenance events, they appear here.

Quick patterns

Just mark a routine PM done

Use Mark Done on the Equipment Hub's "Today's PM Schedule" widget instead of the full form — see Preventive Maintenance. Two clicks, no need to open this form at all.

Logging an unplanned breakdown

1. On the Equipment Hub status board, open the asset's status menu and pick Down, with a reason like "press belt broke."
2. The asset flips to Down immediately, and its work center rolls up to reflect it.
3. In the Maintenance Hub's Events tab, log a new event of type Breakdown — the asset fills in automatically, and the start time defaults to now. Save it as In Progress.
4. Once repaired, open the event, fill in the end time, the root cause, and any parts used, then mark it Complete.
5. The asset returns to its prior status, any linked schedule advances, and parts used are deducted from stock.

An inspection that finds nothing

1. Set up a calendar-based preventive-maintenance schedule of type Inspection.
2. When it comes due, an event is created automatically with the schedule's checklist attached.
3. The technician opens the event, checks off each task, and marks it Complete.
4. The asset's last-inspection date updates automatically.

What the event history feeds into

An asset's Overview tab (with an option to include its child assets) shows several figures built from its maintenance events: mean time between failures (from breakdown events), mean time to repair (average downtime across repairs and breakdowns), total downtime hours this year, total repair cost this year, and a breakdown of root causes to help spot recurring issues.

Common problems

Saving fails. A required field is likely missing — the asset or the event type — or the end time is set before the start time. The form should flag which.

Completing an event doesn't deduct parts. Check that each parts-used line has an item and a quantity greater than zero. Only items flagged as spare parts appear in the picker by default.

An asset's status doesn't return to normal after maintenance. The event probably wasn't actually marked Complete — open it and check its status.

An automatically-created event has the wrong asset. The underlying schedule is pointed at the wrong asset — fix the schedule, then recreate the event.

Related

• Preventive Maintenance — the schedules that generate these events
• Spare Parts — the items available in the Parts Used list
• Asset Management — where status changes originate
• Runtime Status — the quick operator action that often precedes a breakdown event