Use case
Track scheduled maintenance without a spreadsheet
With CloudotNet you define scheduled maintenance once; when it's due, the job opens by itself, goes to the right team and is closed with a checklist. Every maintenance job is recorded with its date, and you follow maintenance by location.
How it's done today, and what's hard
In many places the maintenance plan lives in a spreadsheet: equipment, last service date, next due date. The person who built it knows it well, and it does the job for a long time.
The trouble is that a spreadsheet doesn't remind anyone. If nobody opens the file, the due date passes. Several copies go around and nobody is sure which one is current. The sheet also doesn't show who did the work on site or which points were checked.
Step by step with CloudotNet
- Define your locationsBuild a location tree such as building › floor › area and follow maintenance by location.
- Prepare the checklistWrite the points to check as yes / no, choice, text and file upload (for example photo) questions.
- Define the maintenance onceSet the maintenance up as a recurring task: choose how often it happens, which person or group it goes to and which checklist closes it.
- The job opens by itself when dueThe maintenance job lands in the team's list. Late jobs show up in the “Overdue” filter, and you can also set up a scheduled reminder process.
- The team closes it from the phoneThey fill in the checklist and add photos and the maintenance report. The job can't be closed while a required document is missing.
- See history and statusEvery job is kept with its date, who did it and the answers. You see open, completed and overdue maintenance in real time and can export the list.
- Keep equipment records if you wantTo keep equipment records with fields such as serial number, brand and last service date, you use Records & Forms, which is part of a higher plan.
Frequently asked questions
How do scheduled maintenance jobs open by themselves?
You define the maintenance once as a recurring task: how often it happens, which person or group it goes to and which checklist closes it. When it's due, the job opens by itself, and late jobs show up in the “Overdue” filter.
How do I move my equipment list over from a spreadsheet?
You move your maintenance into the location tree and recurring tasks. If you want to keep equipment as separate records with their own fields, you use Records & Forms (higher plan). If your list is long, get in touch and we'll plan the move with you.
Can I get a maintenance report as a PDF?
The answers, photos and documents for each job are kept in CloudotNet, and you can export the list. Ready-made PDF reports for sharing job and maintenance reports in one click are on our roadmap.
Can I follow maintenance for several facilities in one place?
Yes. You open each facility or branch as a separate project, all under the same company account. You define your locations and follow maintenance by location.
Other use cases: Assign jobs to field staff, Job tracking instead of WhatsApp, Fault reports and work orders, Multi-level approval, Mobile checklists, Equipment and vehicle records · All use cases →
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