Assets – Scheduled and Meter Maintenance

Before assigning maintenance:

• Confirm that the asset has already been created.
• Confirm that you have authority to manage the asset.
• Identify the maintenance schedule that applies.
• Decide whether the maintenance is date-based or meter-based.
• For meter maintenance, confirm the appropriate meter type and current reading.

Maintenance is assigned to the saved asset. It does not need to be added when the asset is originally created.

1. Go to Assets > Assets.
2. Open the asset.
3. Select the Maintenance tab.
4. Review any existing maintenance and current status.
5. Click + Assign Maintenance.
6. Select the required scheduled or meter-based maintenance.
7. Save the assignment.
8. Record completed maintenance as it becomes due.
9. Use the maintenance history to review previous servicing and supporting records.

From the left-hand menu, go to:

Assets > Assets

Find the asset and open its saved record.

Select the Maintenance tab.

The Maintenance tab provides an overview of the maintenance currently assigned to the asset.

The Maintenance Overview includes:

• Total Schedules
• Overdue
• Due This Month
• Services Completed for the current year

Maintenance is then separated into Scheduled Maintenance and Meter Maintenance.

Managing an Asset After Creation →

Choose the type of maintenance that best reflects how the asset is actually maintained.

Scheduled Maintenance
Use scheduled maintenance when work is due according to a date or recurring time period.

Examples include:

• Annual Warrant of Fitness
• Vehicle registration renewal
• Monthly plant checks
• Six-monthly inspections
• Annual electrical testing

Meter Maintenance
Use meter maintenance when work becomes due according to asset usage.

Examples include:

• A vehicle service every 10,000 kilometres
• An excavator service every 500 operating hours
• Plant servicing based on machine hours
• Road-user-charge or other usage-related requirements where appropriate

Using the correct maintenance type gives a more meaningful asset history and reduces the risk of servicing being triggered at the wrong time.

From the Maintenance tab, click + Assign Maintenance.

Select the maintenance schedule that applies to the asset and complete the information required for that schedule.

Once assigned, the schedule will appear under either Scheduled Maintenance or Meter Maintenance.

Maintenance schedule not available?
The required schedule may need to be created by an authorised employee before it can be assigned to the asset.

Scheduled Maintenance shows date-based maintenance currently assigned to the asset.

The table displays information including:

• Maintenance Name
• Type
• Frequency
• Schedule
• Schedule Frequency
• Last Service
• Next Due
• Status
• Actions

The status makes it easy to identify maintenance that is current, approaching its due date or overdue.

The Actions column provides the available controls for recording maintenance and managing the assigned schedule.

When maintenance is completed, record the completed work rather than changing the schedule simply to move the next due date.

This preserves the asset’s service and compliance history.

Meter Maintenance is driven by the recorded usage of the asset rather than a calendar date.

The Meter Maintenance table displays:

• Maintenance Name
• Meter Type
• Target Interval
• Last Service
• Last Reading
• Next Due
• Status
• Actions

Example:

A maintenance schedule has a target interval of Every 1,000 hours.

If the previous service was completed at 2,301 hours, the next service becomes due at 3,301 hours.

The maintenance schedule remains attached to the asset after each service. You do not remove it and create a new schedule every time maintenance is completed.

Meter readings are added to the asset over time as new readings become available.

These readings allow Engage to compare the asset’s current usage against the next maintenance threshold.

Example:

• Previous service reading: 2,301
• Target interval: 1,000
• Next due: 3,301
• Latest reading: 3,100

In this example, the service is approaching its threshold but has not yet reached it.

The status may display Due Soon, but the service cannot yet be recorded from the schedule.

When the recorded meter reading reaches or passes the Next Due reading, the + Add Service action allows you to capture the next scheduled event.

Click + Add Service.

The Add Maintenance window displays the information required to record the completed service.

The service record includes:

• Maintenance Date
• Last Meter Reading
• Service Reading
• Meter Reading
• Notes
• Parts
• Labour
• Other
• Total
• Document

Enter the meter reading at which the maintenance was completed and record useful information about the work carried out.

Costs can be separated into Parts, Labour and Other. Engage calculates the total.

Supporting documents such as inspection certificates, service sheets, invoices or receipts can also be retained against the service.

Click Submit when complete.

Recording the service does not close or remove the meter maintenance schedule.

Engage records the completed service in the maintenance history and resets the next maintenance threshold using the configured target interval.

Example:

• Service completed at: 3,306 hours
• Target interval: 1,000 hours
• New Next Due reading: 4,306 hours

The schedule therefore remains available for the next service cycle without having to create another meter maintenance schedule.

Expand a Meter Maintenance schedule to review its previous service history.

Maintenance history may include:

• Service Date
• Comments
• Service Reading
• Maintenance By
• Parts
• Labour
• Other
• Total
• Supporting documents

This provides a continuing record of the work completed against the asset, including service costs and supporting evidence.

Retaining this history supports day-to-day asset management as well as servicing, warranty, inspection and health and safety requirements.

A meter maintenance schedule may later be removed from the asset while previous maintenance records still exist.

Where applicable, these historical records are displayed under Past Meter Maintenance.

This allows the asset’s previous maintenance history to remain available even though the original active schedule is no longer assigned.

Removing a maintenance schedule should therefore not be used as a substitute for recording completed servicing.

Meter maintenance can also affect how meter readings are captured through Forms.

Where a form is configured to capture a meter reading against an asset, the asset must have the appropriate meter maintenance assigned for that meter information to be available.

If an asset has no meter maintenance assigned, you may be able to select the asset on the form but not capture its meter reading through that workflow.

Forms completed against an asset can also be reviewed from the asset’s Forms tab.

Using Forms with Assets →

Engage currently supports up to two meter-based maintenance schedules against an asset.

Depending on the asset and your organisation’s configuration, these may be used for measurements such as:

• Kilometres
• Operating hours
• Machine hours
• Road-user-charge related tracking

Choose meter schedules that provide meaningful maintenance information for the asset rather than using them simply because a spare slot exists.

I cannot see + Assign Maintenance
You may not have the required authority to manage maintenance for the asset. Speak with your Engage administrator.

The maintenance schedule I need is not available
The schedule may not have been created or made available for the asset. Check with an employee authorised to manage maintenance schedules.

Meter Maintenance says Due Soon but there is no + Add Service button
This is expected. The Add Service action becomes available when the recorded meter reading reaches or passes the Next Due reading.

The meter maintenance is overdue but the reading looks wrong
Check the asset’s latest meter reading and the maintenance schedule’s Target Interval and Last Service values.

I completed the service but it still appears overdue
Confirm that the service was recorded using the + Add Service action and submitted with the correct meter reading.

I cannot enter a meter reading on a form
Check whether the asset has the appropriate meter maintenance assigned. Without an applicable meter schedule, the meter-reading workflow may not be available on the form.

The meter schedule has disappeared but I can still see old services
Previous service records may remain under Past Meter Maintenance after an active schedule has been removed.

Do I create a new meter maintenance schedule after every service?
No. Record the completed service against the existing schedule. Engage then calculates the next due reading from the new service reading and the Target Interval.

• Creating an Asset
• Managing an Asset After Creation
• Recording Reactive Maintenance
• Using Forms with Assets
• Linking Training Courses to Assets
• Understanding Asset Fields
• Classifying Assets with Asset Attributes
• Asset Authorities