Checks
What gets verified with one of two answers: pass or fail. The bulk of any inspection.
Feature
"Checked and working" is not a record
It's the phrase that closes out half the maintenance reports in the country. It says nothing about what was checked, with what values, or whether something was near its limit. Without that, the history is worthless.
What is a maintenance routine?
A routine — or checklist, or inspection protocol — is the list of checks that need to be carried out on a type of equipment during a job: what to look at, what to measure, what to record. It's what turns "check the pressure unit" into a concrete sequence any technician can run the same way, and what makes March's inspection comparable with September's. In regulatory maintenance it's also the operational translation of what the standard requires: without a routine, "it was checked" is a statement with no content.
Why paper doesn't work
Not because the technician does it badly. Because paper can't do what's needed.
- The printed sheet is the same for every piece of equipment, so half of it is irrelevant and the specifics are missing.
- An out-of-range reading gets written down the same as a normal one: no one notices until it fails.
- What the technician notices in passing, outside the assigned scope, goes unrecorded.
- The following month, no one can compare today's reading with the previous one.
- When an audit comes, the sheets are filed away, but finding them takes days.
How a routine is built
Typed fields, not a free-text box.
Readings with a valid range
Pressure, temperature, consumption. With a minimum and maximum value, so an out-of-range reading is caught on the spot instead of six months later.
Scales and options
When the answer isn't yes or no: the condition of an item on a scale, or a closed list of options that stops every technician writing their own wording.
Photos as part of the check
Fields that require an image, for anything that has to be shown later. The photo is attached to that specific point, not floating loose in the order.
Target time per point
How long each check should take, and the whole routine. It's what lets you estimate an inspection before quoting it.
Declared anomalies
A list of typical deviations per routine, so the technician can flag the matching one instead of describing it in their own words. That way they can be counted.
Shall we look at it with your way of working?
Leave your details and we will get in touch to see whether we fit. No commitment, no lock-in period.
Assigned once, not machine by machine
This is what decides whether the system gets used or abandoned. A routine is linked to the equipment model, its subfamily or its family, and each asset inherits whichever applies: resolution first looks for a routine specific to that machine, then works up through model, subfamily and family. In practice, registering fire extinguisher number two hundred requires no setup at all, and changing a check point on a model's routine updates it at once across every asset of that type. Without that inheritance, keeping routines up to date across a mid-sized site is a part-time job.
What gets filled in is the proof
When a routine is filled in from the app, the result is linked to the work order and the asset: what was checked, with what values, by whom and when. That serves three different purposes normally handled by three different systems. For the client, it's the report that proves the service was delivered. For an inspection, it's the record that the mandatory check was carried out with the required scope. And for maintenance itself, it's the historical series that lets you see a reading has been creeping toward its limit for three inspections running — exactly the warning that comes before the failure.
Frequently asked questions
Can you tell if a checklist was actually filled in?
Not with certainty, and it's worth being honest about that: no tool can guarantee someone actually looked at what they said they looked at. What does help is designing them so that filling one in requires having been in front of the equipment, asking for measured values instead of tick boxes. A point that requires logging a pressure or temperature reading can't be filled in from memory; a yes/no box can.
What do I do with the checklists I already have on paper or in Excel?
Copying them as-is is the fastest option and almost always the worst. Inherited routines pile up points added because of a single incident years ago, checks that no longer apply to equipment that's been replaced, and ambiguous wording each technician reads their own way. Migrating is a good chance to clean them up, and the rule of thumb is simple: if no one can explain what decision gets made from a point's result, that point is dead weight.
How many points should a checklist have?
As few as possible while still doing the job. A forty-point checklist gets filled in on autopilot marking everything fine, and past that it stops providing information: it provides the appearance of it, which is worse. Ten points someone actually looks at catch more than forty rushed through in two minutes.
Do I have to assign the checklist to every machine?
No. It's linked to the asset model, subfamily or family, and each piece of equipment inherits the one that applies. You only assign it to a specific machine when it's an exception.
Can you define valid values for a measurement?
Yes. Every reading field takes a minimum and maximum value, so an out-of-range measurement is caught the moment it's logged.
What happens if the technician finds something that wasn't expected?
Each routine can carry its own list of declared anomalies, to be flagged instead of described in free text. That's what makes it possible to count them afterward and see which ones keep recurring.
Can completion be required before closing the order?
On preventive work orders the app requires every checklist to be closed before finishing, and routines can be marked mandatory. A preventive visit with no checks done proves nothing.
Does it work for satisfaction surveys?
Yes. The same mechanism lets you define survey-type models, with scales, linked to the work order to capture the client's rating when it closes.
Bring one of your inspection sheets
We'll turn it into a routine in the demo and run it from the phone, to see what changes compared with paper.