Fixing equipment only after it breaks is passive repair; proactively servicing it on a schedule is active management. The AC gets cleaned once a year, the machine tool serviced every 500 working hours, fire equipment inspected every quarter — when the cycle is due the system auto-dispatches a work order, parts issuance / repair records / repair cost are all on record, and asset life is extended by 30%.
Proactive scheduled servicing heads off trouble; passive repair tickets are handled as a streamlined process
Configure a servicing cycle per asset category (by day / working hours / mileage); a servicing work order is auto-generated when due
Employees scan to report a repair, describe the fault / upload photos and video; the ticket routes to a repair technician
Tickets auto-assign to the matching technician by asset category / fault type, with round-robin load balancing within the repair team
Parts used during repair deduct from inventory, with parts cost charged to the ticket; safety stock can be set for common parts
Each ticket's sub-table records "labor hours / parts / outsourcing fees," making repair cost crystal clear
Track cumulative maintenance cost per unit / category / department, identifying early the equipment where "repair beats replace" no longer holds
Servicing cycle progress (to next service)
If the AC breaks because it wasn't cleaned, replacing the unit costs 3,000; cleaning it on time costs just 200. Replacing machine-tool bearings on schedule doesn't disrupt production, but waiting until they wear out and break means tens of thousands in stoppage losses. Scheduled servicing turns these "should-do but easily forgotten" tasks into automatic dispatch.
In the past, when equipment broke, employees would shout in the group chat "the printer's broken, find Li," with no one knowing if Li was even online. Now they scan to report, the ticket auto-assigns to the on-duty technician, and employees can check progress anytime.
Machine tools / injection molders / compressors are serviced by working hours / shifts, with preventive maintenance cutting the risk of sudden downtime
Extinguishers / hydrants / smoke detectors are inspected quarterly per regulations, with ticket records ready for fire-safety audits
Company vehicles trigger servicing by mileage, with parts and labor costs recorded into the vehicle's full lifecycle cost
Printers / copiers / projectors are cleaned monthly and serviced yearly, with cost and failure rate tracked over time
Repairs rely on the whole system of asset base data, requisition records, stocktake reconciliation and cost analysis
Setting the servicing cycle at registration is the prerequisite for scheduled servicing
Faults found on return auto-flow into a repair ticket — closed-loop management
Stocktaking also checks servicing status, surfacing assets whose maintenance was missed
Maintenance cost feeds into asset analytics, identifying "repair beats replace" early
Sign up to try Maintenance & Servicing for free — proactive management is cheaper than reactive firefighting