NextFSM

Devices & Equipment

Track and manage equipment installed at customer locations

The Devices module helps you track equipment, assets, and installations at customer locations. Maintain complete service history, warranty information, and maintenance schedules for each device.

Device Overview

Each device record includes:

  • Name - Descriptive name for the equipment
  • Serial Number - Manufacturer's serial number
  • Category - Device type (linked to device categories)
  • Location - Customer site where the device is installed
  • Contract - Associated service contract (optional)
  • Warranty - Warranty expiration date with status indicator
  • Status - Active or retired

Device Categories

Categories organize equipment types. Manage them at Devices > Categories.

  • Create categories like "HVAC Units", "Fire Extinguishers", "Elevators"
  • Each device must belong to one category
  • Categories link to checklist templates and maintenance templates
  • View device count per category

Creating a Device

  1. Navigate to Devices
  2. Click Add Device
  3. Fill in device details:
    • Name and serial number
    • Select the device category
    • Choose the customer and location
    • Enter warranty information (optional)
    • Link to a service contract (optional)
  4. Save the device

Maintenance Templates

Maintenance templates define recurring service schedules. Manage them at Settings > Maintenance Templates.

Each template includes:

  • Name - Template name (e.g., "Annual HVAC Inspection")
  • Category - Device category this template applies to
  • Interval - Days between maintenance (e.g., 365 for annual)
  • Estimated Duration - Expected job time in minutes
  • Required Skills - Skills needed for the job
  • Checklist Template - Optional linked checklist (must match same category)

Creating a Maintenance Template

  1. Go to Settings > Maintenance Templates
  2. Click Add Template
  3. Select device category
  4. Enter name, interval, duration
  5. Optionally select a checklist template
  6. Save

Templates can be applied to multiple devices of the same category.

Maintenance Schedules

Schedules are device-specific instances of maintenance templates.

Creating a Schedule

From device detail page:

  1. Open a device
  2. Go to Maintenance tab
  3. Click Add Schedule
  4. Select a template or create custom
  5. Set the next due date
  6. Save

Bulk apply from location:

  1. Open a customer location
  2. Click Apply Maintenance Template
  3. Select template and devices
  4. Set first due date
  5. Apply to all selected devices

Schedule Fields

  • Name - Schedule name (from template or custom)
  • Interval Days - Days between maintenance
  • Next Due Date - When maintenance is next due
  • Lead Time Days - Days before due date to create work order (default: 30)
  • Active - Toggle to enable/disable
  • Checklist - Linked checklist template

Automatic Work Order Creation

A cron job runs daily at 6 AM to check for due schedules:

  1. Calculates trigger date: next_due_date minus lead_time_days
  2. If trigger date is today or earlier, creates a work order
  3. Work order created with:
    • Source: "maintenance_schedule"
    • Priority: P3
    • Description from schedule
    • Linked checklist and required skills
    • Marked as preventive maintenance
  4. Advances next due date by interval days

Skip logic: Won't create if existing work order from same schedule is still active (NEW, PLANNED, IN_TRAVEL, ON_SITE, or CANCELLED status).

Warranty Tracking

  • Set warranty expiration dates when creating devices
  • Expired warranties are highlighted in the list
  • Filter devices by warranty status
  • Plan preventive maintenance before warranty expires

Device Status

Toggle device status:

  • Active - Device is in service, appears in work order creation
  • Retired - Device is no longer serviced, hidden from new work orders

Filtering Devices

Filter the device list by:

  • Status (All, Active, Retired)
  • Search by name, serial number, or customer

Linking to Work Orders

When creating a work order, you can select devices. This:

  • Links service history to the device
  • Auto-fills customer and location
  • Applies device-specific checklists
  • Tracks all services performed on the equipment

Service History

Each device maintains a complete service history:

  • All completed work orders
  • Checklist results
  • Parts used
  • Technician notes
  • Timestamps

Access via device detail page or public device history (QR code).

Device QR Codes

Generate QR codes for device stickers:

  1. Open device detail page
  2. Click Generate QR Code
  3. Print and attach to equipment
  4. Anyone can scan to view service history (protected by 6-character password)

This provides public access to device maintenance history without requiring login.

Best Practices

  1. Use consistent naming - Establish naming conventions for devices
  2. Record serial numbers - Essential for warranty claims and parts orders
  3. Set realistic lead times - Match your scheduling capacity
  4. Link to contracts - Enables SLA tracking and billing
  5. Keep categories organized - Group similar equipment types
  6. Track warranty dates - Plan for renewals and parts coverage

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