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Assets · Maintenance

Service schedules that open their own work orders.

Put a preventive schedule on any asset and the work order opens itself a set number of days before the service is due, already assigned. Starting it takes the asset out of service; closing it puts the asset back the way it was, with labour, parts and other cost on the record and the hours it was away measured from the movement log.

Start free Follow one work order

Preventive, corrective and inspection work orders · Calendar or from-last-service schedules · Overdue alerts · Repair vendor · Photo and signature proof · Web and mobile app

One at a timeA schedule has at most one live work order, so a service nobody did stays as one overdue job, never a pile of duplicates.
Closing moves the dateCompleting or cancelling the work order is what sets the next due date. A skipped service is a cancellation with a reason.
The work order owns the statusWhile it holds an asset out of service, nothing else can quietly change that status.
Back as it wasA vehicle out with a driver returns to that driver’s checked-out state, not to the store.
Due to done

Four stops on every work order.

Preventive work orders start at the first stop because a schedule opened them. Corrective jobs and inspections are opened by hand from the asset or the maintenance screen and join at the second.

1 · Due

The schedule comes round

Every morning the scheduler looks for schedules whose due date, less their lead days, has arrived.

  • Every so many days, weeks, months or years.
  • Lead time: open it this many days early.
  • A schedule whose asset is retired or deleted is paused, not skipped every night.
2 · Open

A work order with a number

It carries the schedule’s name, instructions, assignee and repair vendor, and the due date it was opened for.

  • Preventive, corrective or inspection; low to urgent.
  • The assignee is told when it opens; with nobody assigned, everyone who manages maintenance is.
  • Past its due date and still open, it is flagged overdue and its owner is told once.
3 · In progress

Out of service, on the record

Start it with “Take the asset out of service” ticked and the asset moves to Maintenance with the time recorded.

  • A sent to maintenance movement joins the asset’s history.
  • The status it had before is remembered.
  • Assignee, due date, priority and vendor stay editable; a new assignee is told.
4 · Completed

Cost, condition, proof

Record the resolution, the condition after, and labour, parts and other cost in the asset’s currency.

  • A returned from maintenance movement, at the time the work finished.
  • Photos of the finished job and an acceptance signature.
  • The schedule’s next due date is set.
Cancelled, from either live stopA cancellation needs a reason, puts the asset back in service if this job was holding it, and, on a preventive job, counts as a skipped occurrence: the schedule steps on to its next date so the same service is not opened again tomorrow.
One work order, end to end

WO-0042, the quarterly service on a field vehicle.

An organization runs a pickup that is checked out to a driver. Its service is done by an outside garage. The names and figures are illustrative; amounts in KES.

WO-0042 · Quarterly service

FLT-012 · Toyota Hilux KDA 412Q · from the schedule “Quarterly service”

PreventiveNormalCompleted
Due by14 Oct 2026
Assigned toFleet officer
Repair vendorKiru Motors
Back in service14 Oct, 10:40
  1. Opened by the schedule

    Due on 14 October with seven lead days, so the morning run opens it on the 7th. The fleet officer gets an in-app notification with a link to it.

  2. Started · taken out of service

    Note “Collected by Kiru Motors”. The vehicle’s status changes from checked out to maintenance, and a sent to maintenance movement is written. Its driver remains the custodian.

  3. Completed, dated 14 Oct · 10:40

    Keyed in the morning after, with “Completed at” set to when the garage handed it back. The returned from maintenance movement is dated 10:40 on the 14th, so the late entry adds no downtime. Status goes back to checked out, to the same driver.

  4. Schedule moves on

    Counted from the day the work was done: last completed 14 Oct 2026, next due 14 Jan 2027. That work order will open itself on 7 January.

Cost on the work order

Three figures, in the asset’s currency, entered when the work is completed.

Labour · the garage’s hours6,500.00

Parts · oil, filters, belt18,200.00

Other · fluid disposal1,300.00

Total26,000.00

Downtime, from the movements

26.5hours
Sent to maintenance13 Oct 08:10
Returned from maintenance14 Oct 10:40

A job done without taking the asset out of service claims no downtime at all. While one is still out, the figure is a running total.

Proof of the finished job

Accepted by the driver · 14 Oct
Twelve months on one asset

Every job the vehicle had, and every hour it was off the road.

The same pickup across a year: four quarterly services, a fixed-date annual inspection that never took it out of service, and two repairs nobody planned. The asset’s own page shows the last twelve months of downtime and maintenance spend.

Swipe the timeline sideways to see the whole year.

196.0 hout of service in twelve months, overlapping jobs counted once
KES 141,350completed maintenance spend over the same twelve months
7work orders: four preventive, one inspection, two corrective
14 Jan 2027next quarterly service; opens itself on 7 January

Two jobs, one stretch off the road

In July the windscreen cracked while the quarterly service was under way. The repair joined the service’s hold rather than starting a second one. When the service finished first, the vehicle stayed out, because the repair still held it. Downtime is the span the vehicle was actually away: 52 hours, not the two jobs added together.

Spend kept per currency

Each work order takes the asset’s currency, or your organization’s when the asset has none. An asset serviced in two currencies over the year shows two totals side by side, never one figure added across them.

Setting up a schedule

Two ways to count the next date.

“Count the next date from” is the one decision on the schedule that changes how it behaves over a year. Everything else is who, how early and who pays.

From the last service

Servicing, where the gap matters

The next due date is one interval after the day the work was actually done. A service done a week late does not leave the next one a week short.

due 14 Octdone 20 Octnext 20 Jan

A cancelled occurrence has no service to count from, so it steps on from the date it was due.

A fixed calendar

Inspections and certificates

The next date is one interval after the date this occurrence was due, whenever it was done. A date set for the 31st stays on the last day of each month instead of sliding to the 28th after February.

31 Jan28 Feb31 Mar30 Apr

Closed months late, it steps past today in one go rather than reopening a backlog of missed occurrences one a night.

What holds it together

The register cannot drift from the work.

An asset marked “in maintenance” by hand stays that way long after the repair. Here the status belongs to the work order, so these are refused rather than allowed to disagree.

Held status

While a work order holds an asset out of service, the edit form, a transfer and marking it damaged all refuse to change its status.

This asset is out of service on work order WO-0042. Complete or cancel the work order to put it back in service.

No hand-set Maintenance

The edit form cannot put an asset into Maintenance either. Taking one out of service is done by starting a work order, so the time away is recorded.

Overlapping holds

A second job on an asset that is already out joins the hold. Only the last one to close returns it, and the hours are counted once.

Retirement closes the books

Retiring an asset cancels its open work orders with the reason and pauses its schedules. Deleting one is refused while a work order is open.

Honest times

A completion cannot be dated in the future or before the work started. A backdated completion dates the return at that time, not when it was typed.

Pools stay whole

A quantity pool, such as forty chairs on one record, cannot be taken out of service as a whole; its work orders run without a hold.

Two permissions

Viewing maintenance and managing it are separate permissions, and the completion photos and signature are served only to people who can view it.

Fixed identity

A live work order’s assignee, due date, priority and vendor can be changed. Its type and asset cannot: the wrong asset is a cancellation and a new work order, so the history stays true.

Chased once

An overdue work order raises one notification the day it slips, not one a day, and stays at the top of the list until someone closes it.

In the yard, not at a desk

Finish the job where the asset is.

Work orders and schedules in the appThe AWRA mobile app lists work orders, opens new ones, starts, completes and cancels them, and creates and edits schedules, over the same rules as the web.
Completion works offlineCompleting a work order, with its photos and signature, is queued when there is no signal and sent when there is. The server recognises a repeat, so a retried send completes it once. Starting and cancelling need a connection.
Photos and a signaturePhotograph the finished job and have the person accepting it sign on the screen, on the web or the phone. If a photo or signature cannot be stored, the completion still goes through and you are told what was dropped.
The asset’s maintenance at a glanceOn each asset, web and app: its schedules, its work orders, and twelve months of downtime and spend.

The straight answer

What AWRA OpsHub does today

  • Preventive schedules on any asset, every so many days, weeks, months or years, counted from the last service or on a fixed calendar that holds its day of the month.
  • Work orders that open themselves each morning a set number of days before the due date, with the schedule’s instructions, assignee and repair vendor, and at most one live per schedule.
  • Corrective and inspection work orders opened by hand, with a priority, a due date, an assignee and a repair vendor.
  • Taking an asset out of service when a job starts and returning it to its previous status when the job closes, through sent-to-maintenance and returned-from-maintenance movements.
  • Overlapping holds on one asset, with downtime counted once across them.
  • Labour, parts and other cost on each completed work order, in the asset’s currency, with twelve-month spend and downtime on the asset’s page.
  • Overdue chasing — one notification the day a work order slips, and an overdue filter on the list.
  • Completion proof: photos and an acceptance signature, served only to people who can view maintenance.
  • Retirement and deletion rules that cancel open work orders, pause schedules and refuse to delete an asset with a job open.
  • Work orders and schedules in the mobile app, with completion queued offline.

More we can add to your workspace

  • Meter-based schedules, due on engine hours, kilometres or cycles rather than on the calendar, with readings taken in the app.
  • Spare parts drawn from stock onto a work order, so the parts cost comes from the items issued and the store’s balance drops with it.
  • Maintenance cost posted to the general ledger when a work order is completed, to a repairs account or capitalised onto the asset.
  • A purchase order raised to the repair vendor from the work order, so the garage’s bill matches against it.
  • Reliability reporting across the fleet — time between failures, time to repair and cost per asset class.

Where we point you to a specialist

  • We will not decide your service intervals. The manufacturer’s manual, your insurer and your own experience set them; the system holds you to the interval you choose.
  • We will not certify an inspection. A statutory inspection is signed by the inspector it names; the work order records that it was done, by whom and with what proof.

Parts drawn from stock is the item in that middle column most organizations with a store feel first, because it ties the work order to the spares shelf and makes the parts figure exact. Tell us how you hold spares today and which assets you service on hours or kilometres, and we will come back with a written spec, a timeline and a price.

Around the work order

Where maintenance meets the rest of the asset’s life.

Asset trackingThe register and movement history that maintenance writes its two movements into.
Fixed asset registerCost, depreciation and book value for the assets you service.
Asset custodiansWho holds each asset, and why a repaired one goes back to them.
Signature captureThe same signature pad that signs off a completed work order.
Mobile offline operationsEverything the app queues without a signal, work-order completion included.
Pooled asset movementsQuantity pools, and why a work order on one runs without a hold.

Frequently asked questions

How does a preventive schedule open a work order?
Each morning the scheduler looks for active schedules whose due date, less the number of lead days you set, has arrived, and opens a preventive work order with the schedule’s name, instructions, assignee and repair vendor. The assignee is notified; with nobody assigned, everyone who can manage maintenance is. A schedule never has more than one live work order, so a missed service stays visible as one overdue job.
What is the difference between counting from the last service and a fixed calendar?
Counted from the last service, the next due date is one interval after the day the work was actually completed, which suits servicing. On a fixed calendar, it is one interval after the date the occurrence was due, whenever the work was done, which suits inspections and certificates; a date set for the 31st stays on the last day of shorter months instead of drifting to the 28th.
How is downtime measured?
From the movements. Starting a work order with the asset taken out of service writes a sent-to-maintenance movement and records the time; closing it writes a returned-from-maintenance movement. Downtime is the time between them, and when two work orders hold the same asset at once the overlap is counted once. A completion dated earlier than it was entered returns the asset at that earlier time, so late data entry adds no downtime.
What happens to the asset’s status after the repair?
It goes back to what it was before. A vehicle checked out to a driver returns to that driver, an available asset returns to available, and a damaged asset that has been repaired is no longer recorded as damaged. While the work order holds it, the edit form, transfers and marking it damaged refuse to change its status.
Can we record what a repair cost?
Yes. Each completed work order carries labour, parts and other cost in the asset’s currency, and the asset’s page shows the last twelve months of maintenance spend per currency beside its downtime. Drawing the parts from your stock and posting the cost to the ledger are things we can add to your workspace.
Can a technician complete a work order on a phone without signal?
Yes. The AWRA mobile app lists and manages work orders and schedules, and a completion, with its photos and acceptance signature, is queued when offline and sent when the connection returns, completing the work order once even if it is retried. Starting and cancelling a work order need a connection.
Can maintenance be scheduled on engine hours or kilometres?
Schedules run on the calendar: every so many days, weeks, months or years. Schedules driven by meter readings such as engine hours or kilometres are something we can add to your workspace.
What happens to maintenance when an asset is retired?
Its open work orders are cancelled with the reason and its schedules are paused, so nothing sits overdue against an asset you no longer have. An asset with an open work order cannot be deleted until the work order is completed or cancelled.

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