Maintenance and licenses

Schedule recurring maintenance with checklists, log completed work, and track software licenses, seats and renewals.

Overview

Maintenance keeps a list of servicing jobs for your assets, each with a due date, an optional repeat and an optional checklist. Licenses tracks software you pay for, how many seats you own, who holds each seat and when it expires. Think of it as regular check-ups for your gear, no cone required.

Where to find maintenance and licenses
Page	Sidebar group	Who can use it
`Maintenance`	Operations	Everyone can view. Admins, managers and department admins can schedule and log work.
`Licenses`	Inventory	Admins only, and only while the Licenses feature is turned on.

Schedule maintenance

A schedule ties one asset to a job, a type of work and a repeat pattern. You can create one from the Maintenance page, or while adding a new asset.

Maintenance types

Preventive, corrective, inspection, calibration, cleaning and repair.

From Add asset

On the last step of Add asset, tick Schedule maintenance for this asset. After the asset is created, the same form opens with that asset already filled in and locked. You only see this option if you can manage maintenance.

Open Maintenance in the sidebar and select Schedule maintenance.
On the Details step, pick the asset, enter a title such as Quarterly sensor cleaning, choose the maintenance type and set the start date.
On the Checklist step, add any checks and notes (see the next section), then continue.
On the Schedule step, choose how it repeats: One-off, Weekly, Monthly, Quarterly, Yearly or Custom.
For Custom, enter Every and a unit of days, weeks, months or years. A preview line shows what the repeat means.
Leave Next due blank to start from the start date, or pick a different first due date.
Select Create schedule.

Checklists and preventive maintenance

A checklist is the list of checks a technician works through each time the job is done. Use it for preventive maintenance you repeat, such as cleaning, calibration and inspections.

In the schedule form, go to the Checklist step.
Select Add item and type the check, for example Inspect lens for dust.
Tick Required on any item that must be answered before the job can be logged.
Add as many items as you need. Use the remove button on a row to drop one.
Add anything that does not fit a checkbox in the Notes field.

Track and complete work

The Maintenance page lists every schedule with its asset, type, cadence, next due date and status. Use the filter above the list to focus on what needs attention.

Filters

All schedules, Open, Due soon, Overdue and Completed.
On a phone the list becomes cards. The same actions are in each card menu.

What happens when you log work

A recurring schedule moves to its next due date after you log it, so it never stays overdue just because it was done late. A one-off schedule closes and moves to Completed.

Open Maintenance and find the schedule. Use the filter or scroll through pages.
Open the actions menu on the row and select Log completion.
Mark each checklist item as pass, fail or skipped. Required items must be answered, and you can add a note to any item.
Set Condition after, or keep Unchanged (keep current condition) to leave the asset condition as it is.
Optionally enter Cost and Notes describing what was done.
Select Log completion.

Add licenses

Add a license for each software product or subscription you track. Adding licenses is admin only.

Add many at once

Select Bulk add to paste rows straight from a spreadsheet or type them in. Nothing is saved until every row is valid, then all rows are created together.

Expiry reminders

We email and notify you at each reminder window and on the day it expires. After expiry, reminders repeat weekly until you update the license. You can set up to 6 windows, each between 0 and 365 days.

When a license is renewed, open it and select Mark renewed, then enter the new expiration date. Reminders continue for the new term.

Open Licenses in the sidebar and select Add license.
On the Details step, enter the Software name, pick a category, add the product key or serial, and set Total seats. You can also record who it is licensed to and the license email.
On the Purchase and renewal step, enter the purchase date, expiration date and purchase cost.
In Reminder windows, list the days before expiration to send reminders, for example 30, 15, 7.
Add any notes, then save.

Assign license seats

Each license has a number of seats. A seat can go to a person or to an asset, such as a laptop or a show computer, and the license shows how many are used and how many remain.

On Licenses, open the actions menu on a license row and select Manage seats.
Select Users or Assets to decide who the seat goes to.
Search for the person or asset and select them.
Select Assign. The seat count updates right away.
To take a seat back, use the remove button next to the holder and confirm Remove seat.

Filter and remove licenses

Once you have several licenses, search and filter the list to find what you need, then edit or delete from each row.

Find a license

Search by name or category.
Filter by status: Active, Due soon, Expired or No expiration date.
Filter by category, including Uncategorized.
The table shows seats, how many are available and the renewal date for each license.

Use the search box or the Status and Category filters above the table.
Open the actions menu on a row for Edit, Manage seats, Copy product key or Delete.
To delete, select Delete and confirm. The license and all of its seat assignments are removed.