Equipment Types can have service intervals created and linked to them and they work like templates. You can also enable or toggle the following setting in Administration → Defaults.
- Use Service Intervals on Equipment Types as defaults for new Equipment
We can create an Equipment Type of Aircon that has service intervals of Quarterly, Bi-Annual and Annual. When the service is being calculated and if the dates overlap, Ascora will choose the least often one.
Note: Before creating an Equipment Type that has Service Intervals, you will need to create a basic Job Template. This Job Template will be used for creating a Job whether Automatically or Manually created.
Creating a Basic Job Template
1. Go to Advanced → Job Templates and click New.
2. Enter the template name, add a job description and other details if applicable such as estimated duration, and assigned user.
Select On Demand and click Save.
After creating a job template, we will now create a service interval wherein one of the steps is to select a job template.
Creating a Service Interval
Creating service intervals in equipment types will function as a template.
1. Go to Equipment → Equipment Types → and click the Edit box beside the equipment type which needs service intervals to be set up.
2. Click + Add New.
Note: If you previously created service intervals, you will see them listed and you can click on any of them if you need to edit the details such as changing frequency.
The Service Intervals Details page appears and you need to complete some configurations.
a. Name - Enter the Service Interval Name such as Monthly Service, Yearly Service, etc.
b. Job Template - select a job template that must have been readily created in the Advanced → Job Templates area.
c. Frequency – How often the Interval occurs.
d. Create Jobs – Specify whether you want Ascora to automatically create the necessary Jobs based on the Service Interval or if they will be manually created via the Maintenance Planner.
e. Equipment Grouping – Specify if a Job should be created for each piece of Equipment or if the multiple pieces of Equipment for the Customer that have the same Service Date should be grouped onto a single job.
Once service interval is set and job template is already selected, jobs will be created automatically depending on the frequency selected.
For example, if you selected a frequency of every 3 months ongoing, jobs will be created automatically after every 3 months.
How to check a List of Jobs Created for the Equipment
1. Go to Equipment → Equipment List → and click on the equipment number beside the corresponding customer name.
Note: Customer name will be repeated if it has multiple equipments linked to it. For example, if Customer ABC has five equipments then you would see Customer ABC repeating five times with the unique equipment numbers on each line.
2. Click Job History and you will see a list of jobs created for the said equipment.
If you see letter Y in the column called "Created Automatically" that means job was created automatically as per service interval set and job template selected.
3. Another way of checking all jobs created specifically for the customer's equipment is to open the customer details screen and click Equipment tab and click Edit beside the Equipment Name.
4. Click History and you will see a list of jobs created for the said equipment.
There is also a setting in Administration → Defaults → Equipment Maintenance Jobs Creation that allows you to set how sooner maintenance jobs are created.
In the following example, servicing or maintenance jobs are configured to be created 1 day in advance so if we have a job recurring on every 1st of each month then these jobs are created and made visible a day prior. Jobs set to be created automatically are created at 1:00AM on the creation date.
In the following image, job J1743 was created on 8 July but expected date is 9 July. This is because our setting is to create a servicing/maintenance job one day in advance.
If this job is also configured to have a frequency of every 3 months, then this will be created every after 3 months but one day in advance.
A Few More Default Settings
Recurring From - you have three options to select from when it comes to what's the basis of the next recurrence.
1. Planned Maintenance Date - if you want the next recurrence to always be based on the service interval
2. Job Completion Date - this is helpful in scenarios when it will take more days to complete a certain maintenance job and you'd like the next recurrence to be based on the job completion date.
For example, planned maintenance date is 5/01/2023 with a monthly service interval so the next recurrence is 5/02/2023. If the job was completed only on 8/01/2023, the next recurrence will become 8/02/2023 with this default setting enabled.
3. Equipment Test Date - if you want the next recurrence to always be based on the date equipment was last tested. This is when a user marks the equipment as pass or fail either in the app or in Ascora web
Group Equipment Services
You can group equipment either within the same calendar period or within x days of each other. This only works for automatic schedule and not for maintenance planner as the latter is a manual process.
If you select "Within same calendar period" you have an extra option to select when it comes to grouping them with the same Day, Week, or Month.
If you select "Within x days of each other" you have the option to indicate the x number of days to group equipment onto jobs.
Allow new Equipment Services to be added to existing Service Jobs - if you add equipment that falls on the same day
Note: We use the same date across all Service Intervals for the Equipment as this is the most common use. If you want to have different dates we suggest utilising Job Templates to create the necessary recursion you're after.
To learn more about Equipment Overview and how to create Service Intervals per equipment, access the following help guide link.
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