Viewing & Completing Maintenance Events

Overview

This guide explains how to view maintenance status, interpret alerts, and properly mark maintenance complete in ARMOR. Completing maintenance correctly ensures counters reset and the next maintenance cycle begins tracking accurately.

Understanding Maintenance Status

Maintenance Lifecycle

Every maintenance rule goes through these states:

How Counters Work

Runtime-Based: Accumulates engine hours from telemetry

• Example: Oil change every 250 hours
• Counter starts at 0 (or current value if initialized with current mode)
• Telemetry reports runtime: counter increases
• When counter reaches 250 hours → alert triggered

Distance-Based: Accumulates miles/km from GPS telemetry

• Example: Tire rotation every 5,000 miles
• Counter starts at 0
• GPS telemetry reports distance traveled: counter increases
• When counter reaches 5,000 miles → alert triggered

Time-Based: Counts days since last completion

• Example: Annual inspection
• Counter starts at date maintenance was completed (or rule created)
• When 365 days pass → alert triggered

Hybrid (Most Common): Tracks both usage AND time

• Example: Oil change every 250 hours OR 365 days
• Tracks both runtime counter and days since last completion
• Triggers when EITHER threshold is reached (whichever comes first)

Where to View Maintenance

Location 1: Asset Detail Page

Best for: Checking maintenance status for a specific piece of equipment

1. Navigate to Assets → search for asset
2. Click asset name to open detail page
3. Scroll to "Maintenance" section

What You'll See:

• List of all maintenance rules applying to this asset
• Current counter value for each rule (e.g., "187 of 250 hours")
• Status indicator: Green (OK), Yellow (approaching), Red (due)
• Last completed date
• "Perform Maintenance" button for each rule

Location 2: Alerts Dashboard

Best for: Viewing all maintenance alerts across entire fleet

1. Navigate to Alerts in main menu
2. Filter by alert type = "Maintenance" (or look for maintenance-related alerts)

What You'll See:

• List of all assets with active maintenance alerts
• Alert severity (typically Warning or Info)
• Asset name and ID
• Maintenance type (e.g., "Oil Change")
• Set message (e.g., "Oil change is due - schedule service within 2 weeks")
• Link to asset detail page

Location 3: Maintenance Calendar (If Available)

Best for: Planning and scheduling upcoming maintenance

1. Navigate to Reports → Maintenance Calendar
2. View calendar showing upcoming and overdue maintenance

What You'll See:

• Calendar view with maintenance events
• Color coding: Green (completed), Yellow (upcoming), Red (overdue)
• Filter by maintenance type, site, or date range
• Click event for details and completion option

Location 4: Email Alerts

Best for: Real-time notifications when maintenance becomes due

• Email sent to configured recipients when alert triggers
• Subject line includes asset name and maintenance type
• Body includes set message with details
• May include link to asset detail page (if configured)

How to Complete Maintenance

Method 1: From Asset Detail Page (Most Common)

Step-by-Step:

1. Navigate to asset detail page (Assets → search → click asset name)
2. Scroll to Maintenance section
3. Find the maintenance rule that was completed
4. Click "Perform Maintenance" button next to that rule
5. A dialog or confirmation appears
6. Verify details: Asset, Maintenance Type, Current Counter Value
7. Optionally add notes: "Completed by John, replaced filter P/N 12345"
8. Click "Confirm" or "Mark Complete"

What Happens:

• Counter resets to 0 (or date resets to today for time-based)
• Last completed date updates to now
• Alert is cleared (if one was active)
• Clear message displayed (if configured)
• History entry created (visible in asset history or maintenance log)

Method 2: From Alerts Page

1. Navigate to Alerts
2. Find maintenance alert for the asset
3. Click alert to view details (may expand inline or open detail page)
4. Look for "Mark Maintenance Complete" action
5. Click action → follows similar dialog as Method 1
6. Confirm completion

Method 3: Batch Completion (If Available)

Some ARMOR configurations support marking multiple assets complete at once:

1. Navigate to Maintenance Management (Administration → Maintenance)
2. Select maintenance rule
3. View list of assets with alerts for this rule
4. Select multiple assets (checkboxes)
5. Click "Mark Selected Complete"
6. Confirm batch completion

Use Case: All assets received same maintenance on same day (e.g., fleet oil change day)

What Information to Record

When marking maintenance complete, optionally include:

• Date and Time: Usually auto-recorded, but can be overridden if completed earlier
• Technician Name: Who performed the maintenance
• Current Hour Meter / Odometer: Physical reading at time of service
• Parts Replaced: Part numbers and quantities
• Observations: Anything unusual noted during service
• Issues Found: Problems discovered that may need follow-up
• Work Order Number: If using external CMMS, link to work order

Understanding Counter Resets

What Gets Reset

Runtime-Based Maintenance:

• Accumulation counter resets to 0
• Asset's actual runtime telemetry value does NOT change (it's cumulative)
• ARMOR tracks "runtime since last maintenance completion" internally

Distance-Based Maintenance:

• Works same as runtime - counter resets, total odometer unchanged
• Tracks "distance since last maintenance"

Time-Based Maintenance:

• "Last completed date" updates to now
• Max Days countdown restarts from today
• Next alert triggers in X days from now

When Counter Doesn't Reset

If counter isn't resetting after marking complete:

• Check alert status: Alert should change from active to cleared
• Refresh page: Counter update may require page reload
• Verify completion recorded: Check asset history for completion event
• Check permissions: User may lack permission to complete maintenance
• Contact support: May be a system issue requiring admin intervention

Adjusting Maintenance Counters

When Adjustments Are Needed

Sometimes you need to manually adjust counters:

• Maintenance was completed but not recorded in ARMOR at the time
• Equipment was serviced before being added to ARMOR
• Counter is incorrect due to data issue
• Want to defer maintenance (e.g., part on backorder, will service next week)

How to Adjust (If Permission Available)

1. Navigate to asset detail page → Maintenance section
2. Find maintenance rule to adjust
3. Look for "Adjust Maintenance" option (may be gear icon or dropdown)
4. Dialog opens with current counter value
5. Enter new value or adjustment amount
6. Add reason: "Maintenance completed on 3/15, not recorded at time"
7. Confirm adjustment

Adjustment Examples

Example 1: Backdated Completion

Example 2: Pre-ARMOR Maintenance

Example 3: Deferring Maintenance

Viewing Maintenance History

Asset-Level History

To see all maintenance completed on a specific asset:

1. Navigate to asset detail page
2. Look for "History" or "Maintenance Log" tab/section
3. Filter by event type = "Maintenance" (if needed)

What You'll See:

• Chronological list of all maintenance completions
• Date, time, maintenance type
• Who marked it complete
• Counter value at time of completion
• Notes or observations recorded

Account-Level History

To see maintenance history across all assets:

1. Navigate to Reports → Maintenance History (or similar)
2. Filter by date range, maintenance type, site, etc.
3. Export to Excel if needed for further analysis

Use Cases:

• Compliance audits - prove maintenance was performed on schedule
• Trend analysis - identify equipment requiring frequent maintenance
• Cost tracking - count maintenance events for budgeting
• Technician performance - see who completes most maintenance

Troubleshooting Common Issues

Can't Find "Perform Maintenance" Button

Possible Causes:

• User lacks permission to complete maintenance (need Admin or Super role)
• Maintenance section not visible on asset page (check permissions or configuration)
• No maintenance rules apply to this asset (check rule scope)

Solution: Contact account administrator to verify permissions and rule configuration

Counter Not Updating After Completion

Troubleshooting Steps:

1. Refresh browser page (Ctrl+F5 or Cmd+Shift+R)
2. Check asset history - verify completion event was recorded
3. Check alerts - verify alert was cleared
4. Wait 5-10 minutes - some updates may be delayed
5. If still not updated, contact ARMOR Support with asset ID and maintenance type

Maintenance Completed But Alert Still Showing

Possible Causes:

• Alert notification email was sent before completion - disregard
• Multiple assets have same alert - make sure you completed the right one
• Alert cleared in system but still in email inbox (not synced)
• Counter reset but asset already exceeded threshold again (uncommon)

Solution:

• Check alerts dashboard - should show cleared
• Email alerts don't auto-delete; mark as read or delete manually
• Verify correct asset was completed

Wrong Counter Value Displayed

Possible Causes:

• Telemetry not reporting correctly (check asset communication status)
• Rule configured with wrong data field (e.g., tracking distance instead of runtime)
• Manual adjustment was incorrect
• Rule was created/updated after asset accumulated significant runtime

Solution:

• Verify asset is communicating and sending telemetry
• Check rule configuration - verify data field matches intended metric
• Use "Adjust Maintenance" to correct counter if needed
• Contact support if persistent issue

Best Practices

For Technicians

• Mark complete immediately: Don't wait - complete maintenance in ARMOR right after finishing work
• Add notes: Brief observations help future troubleshooting
• Verify counter reset: Check that counter went back to 0 after completion
• Report issues: If something seems wrong with tracking, notify supervisor
• Physical verification: Record actual hour meter/odometer reading in notes

For Supervisors

• Regular reviews: Check maintenance status weekly
• Audit completions: Spot-check that recorded completions actually happened
• Address overdue items: Follow up on any overdue maintenance alerts
• Train technicians: Ensure everyone knows how to complete maintenance correctly
• Review history: Use maintenance history reports to identify trends

For Administrators

• Monitor alert volume: Sudden increase may indicate threshold too aggressive
• Verify telemetry: Ensure assets are communicating reliably
• Adjust thresholds: Refine based on actual maintenance needs and history
• Document procedures: Create internal guides for your organization's workflow
• Periodic rule review: Quarterly review of all maintenance rules

Integration with External Systems

Work Order Systems

Common workflow:

1. ARMOR alert triggers work order creation in CMMS
2. Technician completes work using CMMS mobile app (follows detailed checklist)
3. Work order marked complete in CMMS
4. Technician ALSO marks maintenance complete in ARMOR (resets counter)

Fleet Management Systems

If using Fleetio, Samsara, Geotab, or similar:

• Those systems may have their own maintenance tracking
• Decide which is "source of truth" for maintenance history
• Consider keeping ARMOR focused on runtime-based tracking (unique strength)
• Use fleet system for labor, parts, cost tracking (their strength)

What's Next?

After mastering maintenance completion:

• Auto-Scheduling Maintenance From Runtime/Hours - Advanced configuration tips
• Maintenance Calendar View - Visualize and plan upcoming maintenance
• Upcoming Maintenance Report - Generate reports for scheduling
• Maintenance Not Triggering - Troubleshooting guide if alerts aren't working

Getting Help

For assistance with maintenance completion or counter issues, contact the ARMOR Support Team with the asset ID, maintenance type, and a description of the problem.