Equipment Tasks and Maintenance
In this article:
Site App Pro gives you a powerful way to manage all your equipment and the tasks that keep it running smoothly. With this system, you can easily track maintenance, inspections, and other work, all in one place.
Key Views of Equipment Tab
The tool is organised into a few helpful views:
- Equipment List: See all tasks and maintenance linked to a specific piece of equipment.
Task List: See every task assigned across all equipment.
EG: You can quickly spot that a forklift needs a safety inspection, a generator requires a fuel check, and a crane has a corrective action assigned — all in one list.
Maintenance List: Focus specifically on tasks of the "Maintenance" type.
EG: View the upcoming oil changes, filter replacements, or routine servicing tasks for all equipment without other task types cluttering the list.
Tip: The Task view shows all types of tasks, while Maintenance only shows maintenance-specific tasks.
Understanding Tasks
Tasks are actions you assign to individuals, multiple people, or user groups. They’re tied to a specific piece of equipment, so everything is tracked in one place.
- Maintenance Tasks: These are a type of task specifically for upkeep or servicing.
- Dynamic Assignments: Tasks can require forms to be completed or resources to be viewed. Your team can even re-allocate tasks if needed to include other people or groups.
Task creation happens in three simple steps:
1. Task Details
- What & Who: Describe the task, tag it, and select any associated suppliers.
- Assignment: Assign the task to a person, user group, or supplier.
2. Schedule & Notify
- Timing: Set a due date or repeating schedule.
- Notifications: Choose who gets notified and when, including external stakeholders if needed.
3. Files & Forms
- Supporting Documents: Attach manuals, diagrams, or other resources to help complete the task.
- Forms: Attach forms from Site App Pro that must be completed (like Vehicle Pre-start Checks or Incident forms).
- Notes: Add any additional instructions for the task.
To create a Task:
- Log in to the Admin Console
- Navigate to Equipment
- Go to the Task List tab
- Click Create a New Task
- Select the relevant Equipment
- Choose a Task Type:
- Maintenance
- Inspection
- Corrective Action
- Compliance
- Other
- Set the Priority
- Input your Task Name and details
- Add Tags (create new ones or pick existing ones)
- Assign the task to a Person, User Group, or Supplier
Activity Notification & Task Reminder
Activity Notification
Activity notifications let you alert selected people when a task is created, started, or completed. Use them to keep your team and stakeholders in the loop on key updates.
Early Access Threshold (aka ‘Make Task Available’)
You can decide when a task becomes available to start — for example, 5 days before its due date. This changes the task status from Planned to To Do early, giving the assignee a head start. A reminder is then sent to the assignees so they know it’s ready to work on.
Tip: Each assignee needs to have reminders turned on in their profile to get the alert. Think of this as a way to give your team a gentle “you can start now” nudge.
Task Reminder
Assigned users get a reminder when a task becomes available — if reminders are enabled in their profile. You can manage these settings in the Teams & Users section of the Admin Console. These reminders help keep tasks on everyone’s radar and prompt them to take action when needed.