Maintenance

Schedule and log preventive and corrective maintenance to keep your assets in working condition.

Regular maintenance extends the useful life of your assets, reduces unexpected downtime, and helps you avoid costly emergency repairs. Eleo’s maintenance module lets you schedule recurring maintenance, log ad-hoc repairs, track costs, and monitor a queue of upcoming and overdue tasks across all your stores.

Maintenance types

When logging or scheduling maintenance, select the type that best describes the work being performed:

• Preventive — Scheduled maintenance to prevent breakdowns before they occur, such as oil changes, filter replacements, or software updates.
• Corrective — Reactive repairs performed after a fault or breakdown has been identified.
• Inspection — Routine checks to assess condition and identify potential issues before they become problems.
• Cleaning — Regular cleaning and sanitisation, particularly for food-service equipment and customer-facing fixtures.
• Calibration — Adjusting instruments, scales, or equipment to ensure accurate readings and compliance with standards.

Logging maintenance

Follow these steps to record a maintenance event for an asset:

1. 1

   Select the asset

   Navigate to the asset’s detail page and click Log Maintenance, or go to Asset Management → Maintenance and click New Entry.

2. 2

   Choose the maintenance type

   Select the type of maintenance being performed: Preventive, Corrective, Inspection, Cleaning, or Calibration.

3. 3

   Record details

   Describe what was done in the details field. Enter the labour cost, parts cost, and total downtime hours if applicable. These costs are tracked over time to help you understand the total cost of ownership for each asset.

4. 4

   Assign the performer

   Select who performed the maintenance. This can be a team member within your organisation or an external service provider. Recording the performer helps with accountability and service history.

5. 5

   Save the entry

   Review the details and click Save. The maintenance event is recorded in the asset’s history and the asset’s condition can be updated if the work changed its state.

Scheduling maintenance

For recurring maintenance, you can set up schedules that automatically generate upcoming tasks. Eleo supports three scheduling methods:

Interval Days

Maintenance is due every N days. For example, setting an interval of 90 days means the asset needs servicing roughly every three months. The next due date is calculated automatically from the date of the last completed maintenance.

Interval Usage

Maintenance is due every N usage units. This is ideal for assets where wear is driven by use rather than time — for example, an oil change every 5,000 kilometres or a filter replacement every 500 operating hours.

Calendar

Maintenance follows a cron-based schedule for precise recurring patterns. This is useful for tasks that must occur on specific days, such as the first Monday of every month or every Friday afternoon.

Each schedule includes a next due date that is recalculated each time maintenance is completed. You can also configure alerts to notify assigned team members when maintenance is approaching or overdue.

Maintenance queue dashboard

The maintenance queue gives you a single view of all maintenance activity across your assets. It is divided into three sections:

• Upcoming — Maintenance tasks due in the coming days and weeks, sorted by due date.
• Overdue — Tasks that have passed their due date without being completed. These are highlighted to ensure they receive immediate attention.
• Recently Completed — A log of maintenance performed in the recent past, useful for reviewing what has been done and verifying costs.