Major Servicing for Routines

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 routines are are 'major services':

  1. Go to your Routine Configuration page. Control Panel > Routines. 
  2. 'Create' a new routine service level type.
  • Add all the proper information, however, tick 'Major Servicing Applicable'

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  • Save.

3. Make sure this routine has applicable asset types or add some if there aren't. You can see in the picture below which levels are major services by the blue 'M'

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

4. Repeat with other levels if needed.

Done! This level 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 level 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 routine levels, 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.

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Up the top, we have a summary that shows the routine level we have set up to be a major service (Automatic fire sprinkler systems (2012) - 5 yearly), and the asset types that apply to that routine (sprinkler systems). You can see there are 4 sprinklers due in 2018, 66 sprinklers for 2019 etc.

In the summary section, there is also a warning that 33 sprinkler systems have no base date in the 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 routine level 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 routine level. Read below for more information about setting up products.

Underneath we see the table of all the assets we need to manage for major servicing. 

This table is grouped by Client by default, but can be grouped by any column by dragging the column title into the bar above the table (like client is currently). A good example would be grouping by 'Month' so you could see what assets have a due date in this month. You can also filter in the table by clicking on the column title. The filtering and grouping allows you to find all the assets you want to manage first for the year.

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You can also make the table ungrouped, by clicking the 'x' on the 'client' in the bar above the table.

Note: The contract column (third from the end) will tell you is the major servicing level has been attached to the property and is therefore apart of that property's contract.

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To create a quote or repair task, you once again need to make sure you set up products for each routine level. Once that is done, you can start to use this table to click-create quotes and repairs.

 

Setting up products

1. Click 'Select Product' in the table or 'Configure Products' next to the routine level at the top of the page.

Once on the Configure Products page for a routine level, 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.

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