title: Maintenance summary: Every fault reported in your business, with a dated record of the repair.

Maintenance

Where to find it in the app

Use it: Operations → Maintenance

Turn it on/off: your business name (top-left) → Settings → Modules → Operations → Maintenance

1. Overview

Every fault in your business: anything broken or unsafe. A staff member reports one in about ten seconds, with a photo if it helps, and it stays on this page until somebody marks it fixed. Nothing falls through the gap between "I told someone" and "it got done".

Your team can report a fault from a tablet on the counter without opening the back office, and that screen also shows them what is already reported, so the same leaking tap does not arrive five times.

It is separate from Safety on purpose, and it is now its own tool you can switch on and off by itself. Safety is the checks you do on a schedule, ticked off and signed. Maintenance is the things that go wrong, which arrive whenever they arrive and need chasing rather than ticking. A workshop or a gym can run this register without a single food-safety checklist.

⚠️ Not the same as Assets & maintenance. That page is your equipment register and its servicing schedule: the oven, the van, the coffee machine, and when each is next due a service. This page is faults.

2. When to use it

A staff member finds something broken, leaking, wobbling or unsafe, at the back office or at the tablet on the counter.
A routine check fails its safe range, which raises a fault here automatically.
You want to know what is outstanding before you ring a tradesperson.
You need a dated record that a fault was reported and dealt with.

3. Required permissions

See the register: View safety (safety.view).

The permissions are still named after Safety, because Maintenance grew out of it. Renaming them would have taken the permission away from every role that already has it, so View safety, Complete checks and Manage safety are the three that govern this page.

Report a fault: Complete checks (safety.complete). Most staff have this, and reporting has never needed a manager.
Work a fault through (change its status or urgency, add a note): Manage safety (safety.manage), or any staff member who completes checks once you switch on Let the team update these at the bottom of the page.

4. Navigation path

Operations → Maintenance

5. What you'll see

A summary band: how many are Open, how many of those are Urgent, and how many were Fixed in the last 30 days.
Open and Fixed views. Open is the working list; Fixed is the permanent repair record, browsable by date with a search and a CSV export.
Each fault as a card: what it is, how urgent, where it is, who found it and when, the photo if one was taken, its status, who it is with and by when, which piece of equipment it is about, and the notes recording what has been done about it.
Report a fault, for anyone whose role allows it.
Turn into on each card, for raising a task or filing the repairer's quote against it.

A fault raised automatically by a failed check says Raised by a failed check rather than naming the person who ran the check, because they did not find it, their reading did. One sent from a tablet where nobody picked a name says Reported at the tablet.

6. Turning it on

Settings → Modules → Operations → Maintenance. It is its own tool, so you can have the fault register without the safety checklists, or the checklists without the register.

If you were using this page before September 2026 it stays switched on: it used to be part of the Safety tool and nothing was turned off when it was separated.

7. Step-by-step tasks

7a. Report a fault

Operations → Maintenance, then Report a fault.
Say what has gone wrong. That is the only required field.
Optionally add where it is (it suggests your existing areas), how urgent it is, anything the person fixing it should know, and a photo.
Reported by starts as you. Change it to name whoever actually found the fault: a colleague who phoned it in, or someone with no login at all. When you name somebody else, the entry is also recorded against you in Settings → Activity, so an attribution can always be traced.
Press Report it. It appears at the top of the Open list straight away.

7b. Report a fault from a tablet

If you have a tablet paired as a staff kiosk, tick the Report a fault tile under Settings → Kiosk. Your team then reports faults from the counter without opening the back office, and without an account of any kind.

The tile asks for the same things this page does: what has gone wrong, where (tap one of your areas, or type another), how urgent, anything else to know, and a photo taken there and then. Underneath, Already reported lists what is outstanding with each one's status, so nobody reports the same thing twice and whoever is standing there can see it is known about.

The tile appears when the Safety tool is on, because that is the tool this register belongs to.

7c. Give it to someone, with a date

Assign on any card. Pick who is dealing with it and, if it matters, the day it needs to be done by. The card then reads "Frank Smith, due Thu 4 Sept", and a date that has passed says overdue in red rather than sitting there quietly.

Only people with a login can be picked, because a fault has to land somewhere somebody can see it.

Assigning does not message them. Their name goes on the register, which is what a manager scanning the list needs. If you want it in somebody's to-do list with a notification, use Turn into → Task, which does exactly that and links back here.

7d. Say which piece of equipment it is about

Pick the machine from No equipment on the card, and the fault is joined to your equipment register.

That is worth doing every time, because it is what answers the question you will actually ask later. Open that machine on your equipment register (Assets & maintenance) and its card now shows Faults on this: 3 times, 1 open next to its servicing history. A fridge with four call-outs in a year is a fridge to replace, and nothing else in the app can tell you that.

Only equipment still in service is offered. Deleting a machine does not delete the record that it broke.

7e. Work a fault through to fixed

Open the card and set its Status: New, In review, Booked repair or Fixed.
Change its urgency on the same card if it turns out to be worse, or less bad, than the person reporting it could tell.
Marking it Fixed moves it out of Open and into the Fixed record, dated.

Nothing is deleted. The Fixed view is the history, so you can show an insurer or a landlord when something was reported and when it was dealt with.

7f. Note what has been done about it

Add a note on any card: rang the plumber, part on order, coming Thursday. Each note is stamped with who wrote it and when, and notes add to the ones before them rather than replacing them, so the card reads as the history of the repair.

This is what stops three people ringing the same plumber, and it is the part an insurer or a landlord actually reads.

7g. Let the team update these

Off by default: only managers can work a fault through. Switch it on at the bottom of the page and anyone who completes checks can too, which suits a small team where whoever spots it also sorts it. They still cannot change your checklists.

7h. Turn a fault into a task, or file its paperwork

Turn into on any card:

Task puts it on the team's to-do list, pre-filled and linked back here.
Document files a file against it, for example the quote or the invoice the repairer sent.

See Tasks 7e and Documents 7f.

8. Examples

A staff member finds the coffee machine leaking. They report it at the tablet with a photo taken there and then. It shows Urgent on the owner's dashboard and in their notifications. The owner rings a technician, notes "Aaron coming Thursday am", sets it to Booked repair, and marks it Fixed when the job is done. The whole sequence is on the card.
A fridge temperature check reads 8°C. The check fails its safe range, so a fault is raised here automatically and everyone who should know is notified.
A customer mentions the disabled toilet door sticks. The manager reports it and sets Reported by to the person who was on the counter, who can then answer the question about which door.
The under-bench fridge keeps failing. Each time it is reported it is linked to that fridge. Opening the fridge on the equipment register shows Faults on this: 4 times, alongside three services logged against it. That is the answer to "do I keep paying to fix this".

7i. What the bell does about it

When somebody reports a fault, everyone who can see the register gets a line in the bell: "1 fault reported". Click it and you land on your notifications, where each line names the fault and takes you straight to it. Reading it clears the bell, the way an inbox does.

The fault itself does not go anywhere. It stays on this page, in the Open list and in the summary band, until somebody marks it Fixed. So the bell tells you what is new and the page tells you what is outstanding, and neither pretends to be the other.

That is deliberate. Before September 2026 the bell counted every fault that was not Fixed, so moving one to Booked repair left a red dot up for as long as the repair took, and a red dot that never clears is one people stop looking at.

Do not want the notification at all? Settings → Notifications → Safety → faults reported. It can be switched off for a role or just for you. The count on this page and on your dashboard is not switchable, because the register itself should never go quiet.

9. Reports & exports

The Fixed view exports to CSV, by date range, with a search.
Open faults feed the dashboard, the notification bell and Business health.
A fault linked to a machine appears on that machine's card in Assets & maintenance, with how many times it has broken and how many are still open.

10. Common mistakes

Reporting a fault as a task instead. A task is something somebody has to do; a fault is something that is wrong. Report it here and turn it into a task if it needs assigning: then it is in both places, linked.
Leaving things on New. The status is what tells everyone else whether it is being dealt with. In review takes one press and stops three people ringing the same plumber.
Keeping the repair in your head. A status says a fault is being handled; a note says what is actually happening. Anyone covering for you can read a note.

11. Troubleshooting

I cannot see Report a fault. Your role does not have Complete checks. An owner or manager can grant it under Team → Staff list → Roles & permissions.
I cannot change a status, an urgency, an owner, or add a note. Only managers can, unless Let the team update these is switched on at the bottom of this page.
Somebody is missing from the Assign list. Only active team members with a login can own a fault. Check they are not archived, and that they have been invited rather than just added by name.
A machine is missing from the equipment list. Retired equipment is not offered. Check its status on the equipment register.
The Report a fault tile is not on my tablet. It appears when the Safety tool is on. Check it is ticked under Settings → Kiosk → What shows on the kiosk.
A notification named a fault and I cannot find it. It links straight to the problem and highlights it. If it is not in Open, somebody has marked it fixed: look in the Fixed view.

12. Error messages

"You don't have permission to report issues." Your role lacks Complete checks.
"There is no storage space left, so the photo could not be saved." Report the fault without a photo, then free up room under Settings → Storage.
"You don't have permission to do that." Changing a status, an urgency or an owner, or adding a note, needs Manage safety, or the team switch on this page.
"That person is not on your team." They have been archived since the page loaded. Reload it.
"That equipment is not on your register." Same thing for a machine that has been deleted or retired.