Maintenance Management

SOPHIOS provides comprehensive maintenance tracking and scheduling for all equipment across your luxury assets with automated workflows and approval processes.

Overview

Schedule, track, and complete maintenance activities with hour-based and date-based scheduling, cost tracking, and approval workflows.

Maintenance Types

SOPHIOS supports 5 maintenance categories:

Maintenance Status

Track maintenance through 5 workflow stages:

📅 Scheduled:

• Maintenance planned but not started
• Date and/or hours defined
• Awaiting start

🔧 In Progress:

• Maintenance currently being performed
• Equipment may be unavailable
• Work underway

✅ Completed:

• Maintenance finished
• Work description documented
• Equipment returned to service

❌ Cancelled:

• Maintenance cancelled
• Not performed
• Reason documented

⚠️ Overdue:

• Scheduled date passed without completion
• Requires immediate attention
• System automatically flags

Priority Levels

Set maintenance urgency with 4 priority levels:

🔴 Critical:

• Safety-critical issues
• Asset cannot operate
• Immediate action required
• 24-hour response time

🟠 High:

• Significant operational impact
• Performance degraded
• Schedule within 1 week
• Important but not safety-critical

🟡 Medium:

• Standard priority
• Normal scheduling
• Plan within 2-4 weeks
• Routine maintenance

🟢 Low:

• Non-urgent work
• Flexible scheduling
• Plan within 1-3 months
• Nice-to-have improvements

Creating Maintenance

Scheduling Methods

Date-Based Scheduling

Schedule maintenance by calendar date:

Use Cases:

• Annual inspections
• Seasonal maintenance
• Compliance surveys
• Time-based intervals

Configuration:

• Set scheduled date
• System alerts before due date
• Status changes to OVERDUE if not completed

Hour-Based Scheduling

Schedule maintenance by equipment operating hours:

Use Cases:

• Engine servicing (every 500 hours)
• Oil changes
• Filter replacements
• Usage-based maintenance

Configuration:

• Set scheduled hours (e.g., 2,500 hours)
• Equipment tracks current hours
• Alert when approaching due hours

Combination Scheduling

Use both date AND hours:

Example:

• Scheduled Date: June 30, 2024
• Scheduled Hours: 2,500 hours
• Whichever comes first triggers maintenance

Maintenance Workflow

Status Transitions

Valid status changes:

From SCHEDULED:

• → IN_PROGRESS (start work)
• → CANCELLED (cancel maintenance)

From IN_PROGRESS:

• → COMPLETED (finish work - use completion endpoint)
• → SCHEDULED (pause and reschedule)
• → CANCELLED (cancel work)

From COMPLETED:

• → IN_PROGRESS (reopen if issues found)

From CANCELLED:

• → SCHEDULED (reschedule)

From OVERDUE:

• → IN_PROGRESS (start overdue work)
• → CANCELLED (cancel overdue maintenance)

Completing Maintenance

Completion Process

Approval Workflow

Requesting Approval

For maintenances that need approval:

Approving or Rejecting

Approvers (Owner/Admin roles):

Parts Tracking

Recording Parts Used

During completion, log all parts consumed:

Part Information:

• Name - Part description
• Quantity - Number used
• Unit Cost - Cost per unit (EUR)
• Supplier - Vendor name
• Part Number - Manufacturer part number
• Notes - Additional info

Example:

{
  "name": "Oil Filter",
  "quantity": 2,
  "unitCost": 45.00,
  "supplier": "Marine Parts Ltd",
  "partNumber": "OF-2847-M",
  "notes": "OEM replacement"
}

Uses:

• Cost tracking
• Inventory planning
• Service history
• Warranty claims

Maintenance Calendar

Calendar View

View all scheduled maintenance in calendar format:

Features:

• Month view with maintenance markers
• Color-coded by priority
• Click day to see all maintenances
• Filter by equipment, type, priority
• Drag-and-drop rescheduling

Legend:

• 🔴 Critical priority
• 🟠 High priority
• 🟡 Medium priority
• 🟢 Low priority
• Different markers for status (scheduled, in progress, overdue)

Upcoming & Overdue Maintenance

Upcoming Maintenance

View maintenance due in next 30 days (configurable 1-365 days):

Displays:

• Title and equipment
• Scheduled date and/or hours
• Priority level
• Estimated cost
• Days until due
• Hours until due (if hour-based)

Sorting:

• By due date (soonest first)
• By priority (critical first)
• By estimated cost

Overdue Maintenance

View maintenance past scheduled date:

Displays:

• Title and equipment
• Original scheduled date
• Priority
• Days overdue
• Criticality warning

Automatic Flagging:

• System automatically sets status to OVERDUE
• Daily check for scheduled dates passed
• Email notifications to responsible parties

Maintenance Filtering

Filter Options

By Equipment:

• Select specific equipment
• View all maintenance for one item

By Type:

• Preventive
• Corrective
• Inspection
• Overhaul
• Replacement
• Multiple selection allowed

By Status:

• Scheduled
• In Progress
• Completed
• Cancelled
• Overdue
• Multiple selection allowed

By Priority:

• Critical
• High
• Medium
• Low
• Multiple selection allowed

By Approval Status:

• Pending
• Approved
• Rejected

By Date Range:

• Start date
• End date
• Filters by scheduled date

Search:

• Search title and description
• Full-text search

Maintenance Statistics

Dashboard Metrics

Overview:

• Total maintenance records
• Scheduled count
• In progress count
• Completed count
• Overdue count
• Pending approvals count

Financial:

• Total cost month-to-date
• Total cost year-to-date
• Average cost per maintenance
• Cost by type breakdown

Performance:

• Completed this month
• Average downtime (minutes)
• On-time completion rate
• Overdue percentage

By Status:

• Count grouped by each status

By Type:

• Count grouped by each type
• Cost per type

By Priority:

• Count grouped by each priority

Maintenance Reports

Available Reports

Export Options

• CSV - Raw data for analysis
• PDF - Formatted reports
• Excel - Pre-formatted with charts

Permissions & Access

Role-Based Maintenance Permissions

⚠️ = Limited access

Best Practices

Preventive Maintenance

1. Schedule Regularly - Set up preventive maintenance calendars
2. Hour-Based for Critical - Use operating hours for engines, generators
3. Date-Based for Compliance - Annual surveys, certifications
4. Plan Ahead - Schedule 30+ days in advance

Work Completion

1. Document Everything - Detailed work descriptions
2. Track Parts - Record all parts used
3. Photo Documentation - Before/after photos
4. Set Next Service - Define next maintenance during completion
5. Accurate Hours - Verify equipment hours at completion

Cost Management

1. Realistic Estimates - Accurate cost estimates prevent budget issues
2. Track Actuals - Record actual costs for future planning
3. Review Variances - Analyze estimate vs. actual differences
4. Approval Workflow - Use for high-cost maintenance

Troubleshooting

Cannot Complete Maintenance

Possible Causes:

• Status is not IN_PROGRESS
• Missing required fields (work description)
• Equipment hours lower than current hours

Solutions:

• Change status to IN_PROGRESS first
• Fill all required completion fields
• Verify equipment hours are current or higher

Approval Request Stuck

Possible Causes:

• No users with approval permissions
• Approver notifications not configured
• Already approved or rejected

Solutions:

• Verify Owner/Admin users exist
• Check email notifications
• Check approval status

Maintenance Not Showing as Overdue

Possible Causes:

• Scheduled date is in future
• Status is not SCHEDULED
• Date not set

Solutions:

• Verify scheduled date is in past
• Check maintenance status
• Ensure scheduled date is set

FAQ

Can I schedule recurring maintenance?

Not automatically. Create maintenance for each occurrence manually. Recurring maintenance scheduling planned for future release.

What happens to maintenance when equipment is decommissioned?

All maintenance history is preserved. You can view historical maintenance even for decommissioned equipment.

Can maintenance be linked to invoices?

Field exists in database but not yet fully implemented. Planned for future release.

How far in advance should I schedule maintenance?

Recommended: 30-60 days for preventive maintenance, immediately for corrective maintenance.

Can I assign maintenance to specific crew members?

Use the “Performed By” field to record who performed the work. Crew assignment during scheduling planned for future.

What’s the difference between changing status and completing maintenance?

Changing status to COMPLETED is not recommended. Use the “Complete Maintenance” function which requires work description, updates equipment hours, and sets next service.