Major servicing for Services

Article author
Maddison Taubert
  • Updated

Our Major servicing module allows you to track and action major servicing per asset. 

This module creates a due date of the major service for each asset, based on the base date of the asset and the frequency of the routine it's applicable to. The dashboard allows you to then send a quote before doing the works, as well as instantly creating repair tasks for pre-approved works.

This dashboard will need to be managed by staff each month. 

 

Setup

Once enabled by us and permissions are applied, you can start setting up your major servicing dashboard.

To set up a major service you first need to create services that are 'major services':

  1. Go to your Services page. Control Panel > Services
  2. Edit or Add a new Service here in which you would like to be a Major Service.
  • When you are on the edit page of that service first make sure add the asset types that will be apart of this major service. This functionality will not work for asset tags or asset type tags, just for asset types.

Screen_Shot_2019-12-13_at_9.58.34_am.png

  • Scroll down the edit page and tick the 'Major Service' box.

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Optional: Add a remark type if you wish to use the 'bulk assign a remark to assets' option which allows the remark to be pulled through on your normal defect quoting process after the next inspection (rather than quoting from the major servicing dashboard).

  • Save.

It will take some time for the module to find and calculate all the asset due dates for this service so please be patient.

3. Repeat with other services.

Done! This service does not have to be added to any properties as major services will not create a task and are instead managed from the Major Servicing Dashboard explained below. You can however add this service to properties if the major servicing for that property is included in your client's bill. 

 

How to use

Once Major Servicing is set up on at least one of your services, and you've waited a few minutes for the due dates to be calculated by the system, you can start using the Major Servicing module. 

Navigation: Tools > Major Servicing.

This is your Major Servicing Dashboard.

Screen_Shot_2019-12-13_at_10.10.51_am.png

Up the top, we have a summary that shows the two services I've set up to be a major service ( 5 Yearly Extinguishers and 5 Yearly Sprinkler Control Valves) and the asset types that apply to that service (Extinguishers and Sprinkler Systems). You can see there are 20 Extinguishers due in 2018, 1103 extinguishers for 2019 etc. Click these blue numbers to expand the table and see the asset breakdown shown in the above image.

In the summary section, there is also a warning that 1600 extinguishers and 100 sprinkler systems have no base date in your system and therefore won't be calculated in this dashboard. Click on this warning to take you to those assets that need to have base dates added.

IMPORTANT: It is important you now setup the quoted products for each service before you start creating quotes or repairs for properties, otherwise, the system will not know which products you want to quote for or what you want on the repair. Do this by clicking 'Configure Products' next to each service. Read below for more information about setting up products.

So, we have then clicked on the '1103' number in the 2019 Extinguisher's summary, which has now produced the table at the bottom of the page. This is a drill down of all the Fire Extinguishers due in 2019 by default. This list is grouped by client and property and shows you how many assets are due on each property. You can either create a quote or create a repair task for these properties. Properties with Yes in the 'Contract' column have the major service included in the client's bill and therefore don't need quoting.

Only see assets due the current month

If you just want to just see the assets that are due for this month, you can click 'Only Sites with tasks due Dec 2019'.

Doing major service quoting per inspection instead of through the dashboard

If you'd like to not use the major servicing dashboard to create and send quotes, and instead do the quoting as your technicians do inspections, you have an option that allows you to bulk add a remark to all the assets filtered in the table. Click 'Actions' to pick your remark and bulk apply this remark.

Setting up products

On the dashboard, you have a button against every service that allows you to 'Configure products'. This needs to be done for this module to correctly quote and create repairs for the assets due for a major service. Without doing this, your process will no be automated and therefore costs won't be accurate. 

Once on the Configure Products page for a service, you have two options; add products per variant per asset type that is included in this major service (option 2 below), or just one product for all assets under each asset type (option 1 below). Adding products per variant will make sure your costs are accurate and are completely automated. Once all possible options are setup, and you start raising quotes or repairs, those products and product costs will apply automatically.

Screen_Shot_2019-12-13_at_9.37.27_am.png

 

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