Important Note

Only users who are assigned to the building (and are not the one triggering the notification) will receive the notifications.

Site based Maintenance

Click on “Sites” from the main left sidebar and select the site of your choice.

Once you select a site you will see the side menu of task categories from where you can choose:

• Dashboard

• Preventive Maintenance

• Tasks

• Schedules

• Schedule Logs

• Inspections

• Tasks

• Schedules

• Schedule Logs

• Devices

Maintenance Dashboard Overview

The Maintenance Dashboard view is designed to provide an overview of maintenance and inspections activities.
It features a variety of visualized charts and tools to help you monitor, manage, and analyze tasks.

The Dashboard provides a comprehensive overview of task data, allowing you to track the progress and stay on
top of the responsibilities. The Dashboard is divided into two primary tabs: Preventive Maintenance and Inspections.
The key distinction between these tabs is that each one displays only the data relevant to its specific task type:

Here’s a breakdown of the dashboard components:

• Timeframe Filter - At the top right of the page, you will find the date filter that allows you to filter the dashboard data based on a selected timeframe (e.g., daily, weekly, monthly, quarterly, yearly).

• Select the desired date range to update all charts and tables with relevant data for that period.

• Completed Tasks - Displays the number of all tasks completed out of the total assigned.

• Simple numeric display, e.g., "Completed Tasks: 50 out of 100."

• Overdue Tasks - Shows the number of tasks that are past their due date out of the total assigned.

• Simple numeric display, e.g., "Overdue Tasks: 10 out of 100."

• Work Orders - Indicates the total number of work orders generated.

• Simple numeric display, e.g., "Work Orders: 200."

• Tasks by Status - Provides a breakdown of tasks based on their current status (e.g., open, on hold, completed).

• Donut chart that visually represents the proportion of tasks in each status category.

• Tasks by Assignee - Shows the number of tasks assigned to each team member.

• Bar chart that displays tasks per assignee, making it easy to see workload distribution.

• Task List - A detailed table listing all tasks with relevant information.

• Task Number

• Task Template

• Device

• Status

• Assignee

• Task Calendar Heatmap - this widget visually displays tasks based on their creation dates, allowing you to easily spot trends and activity over time. This feature helps you to quickly identify periods of high or low task generation, giving you a clearer understanding of task distribution and workload at a glance.

• Calendar heatmap showing months and highlighting days with higher task frequencies.

Usage Tips

• Use the ‘Date Filter’, at the top right of the page, to narrow down the data to specific periods and gain more targeted insights.

• Regularly check the ‘Overdue Tasks’ section to ensure timely completion and avoid maintenance backlogs.

• Use the ‘Tasks by Assignee’ chart to balance workloads among team members effectively.

• Analyze the ‘Task Calendar Heatmap’ to identify trends and peak periods for maintenance activities, aiding in better planning.

• Click on any task from the Dashboard view and you will be automatically redirected to the Task details.

• Clicking on the widget will redirect you to the task list with the relevant filter allowing you to interact seamlessly.

Preventive Maintenance

The preventive maintenance module is divided into three main sections:

• Tasks

• Schedules

• Schedule Logs
  
  

Preventive Maintenance Tasks

In the Tasks section, you'll find a comprehensive list of all pre-created maintenance tasks. You can browse through
the tasks or use the search function to find specific tasks.

At the top of the Task List, users will find Widgets that provide an overview of the number of tasks in various
statuses: Open, On Hold, Completed, Cancelled, and Overdue. These widgets also serve as filters, allowing users
to quickly narrow down tasks by status.

For more customized filtering, you can click the Filters button to access additional filter options where you will find:

• Start and Due Date

• Schedule

• Device

• Area

• Assignee (including an "Unassigned" option)

When filters are applied through the Filters button, the status widgets are automatically updated to reflect the
filtered data, showing the count of tasks in each status based on the current filter selection.

Here you can also perform bulk actions. 

To do so, you can select multiple tasks and click on the appropriate action button (Edit, Delete). 

If you want to select all tasks currently visible on the page (e.g., all tasks filtered to On Hold), they can click the
checkbox in the top-left corner of the table. This action will select all tasks on that page, and an information banner
will appear with the message:

“All 50 tasks on this page are selected. Select all “x” tasks.”

By clicking on the highlighted “Select all n tasks”, you can select all tasks across multiple pages.

After making their selection, you can click Edit to open the Bulk Edit Dialog, where they can update the following
task attributes:

• Due Date

• Assignee

• Status

This functionality makes it easy to update large sets of tasks in a single action.

Once you select a task from the list you will be able to view more details for the task. The Task Detail will be
sectored in three tabs:

• Details

• Attachments

• Work Orders

Details

In the details tab you can view essential details about the task like the following:

• Number

• Status (which can be changed simply by clicking on the badge and selecting an option)

• Start Date

• Due Date

• Assignee

• Schedule

• Schedule Log

• Device

• Area

You can easily edit the Start Date and Due Date by clicking the Edit button. Also view the task status history or
delete the task by clicking on the three dot button in the top right corner.

To assign or change assignees, you can simply click on the Assignee field. This will make the field editable, allowing
you to assign one or more users to the task.

A key feature within the Details tab is the Assignments section, which holds the assignments of that task, the title
also indicates the assignments completed out of the total assignments for that task (e.g., Assignments (3 of 5)).

Also you can expand the Assignments section to view additional details for each assignment, including:

• Compliant

• Corrective Action

• Completed By

• Attachments (separate from the general task attachments, these are uploaded in Settings under Maintenance Assignments)

• Status History

Assignment Status Management

You can update the status of each assignment by selecting one of the following options:

• To Do

• Not Applicable

• Done

This allows for detailed tracking of each assignment’s progress and completion status.

Task Attachments

The Task Attachments section allows you to upload and manage files associated with a specific task. These
attachments can be added for various reasons, such as providing additional context, supporting documentation,
or progress reports.

You can easily interact with attachments by clicking on the attachment's thumbnail (where available). Depending
on the file type, some attachments can be previewed directly in the app.

Additionally, you have the following options for managing attachments:

• Edit: Update name of attachment.

• Delete: Delete the attachment.

• Download: Save the attachment to their local device.

It's important to note that you can upload attachments when updating the Assignment Status. These attachments,
once uploaded, are automatically saved in the Task Attachments tab, ensuring that all relevant documentation is
stored in one place for easy reference.

Work Orders

The Work Orders tab allows you to create work orders linked to specific tasks. To create a work order, you should
have relevant data sources configured, such as Prism (or other integrated systems), which provide the necessary
data for generating work orders.

To create a work order,you can add dynamic data to the work order details by using badges available at the bottom of the creation dialog. These badges help automatically populate relevant fields with data tied to the specific task or project, streamlining the process and ensuring accurate entries.

Once a work order is created, it will go through one of the following statuses:

• Scheduled: The work order has been created and is scheduled for processing.

• Processing: The work order is currently being processed.

• Sent: The work order has been sent to the relevant system.

• Failed: An error occurred, and the work order failed to be sent or processed.

For work orders that are in the Sent or Failed statuses, users have the option to Resend the work order, ensuring
it can be attempted again if necessary.

Preventive Maintenance Schedules

A preventive maintenance schedule gives you a framework to organize all the preventive maintenance needs
throughout your organization.

Here you will see the list of existing preventive maintenance schedules, from where you can access 2 different
views:

• List View - a straightforward, detailed overview of schedules.

• Calendar View - a clear, visual representation of schedules, improving planning, coordination, and time management.

Create Preventive Maintenance Schedules

To create a Preventive Maintenance schedule follow the below steps:

• Click on the “Create” button, at the top right of the page.

• On the “New Schedule” page, fill in the general information such as:

• Title

• Assignee

• Device Type

• Description

• Go to the 2nd step “Schedule”, to set the time slots.

• Schedule Type

• Just Once - This option allows users to schedule a task generation for a one-time event on the specified date and time

• Recurrent - This option allows users to schedule task generation on a recurring basis. Once this option is selected, an additional field "Frequency" becomes available, allowing users to specify how often the schedule should repeat. Users must first select a Start Date before the available frequency options are shown.

• On Demand - This option is used when task generation needs to be triggered manually. It offers maximum flexibility, as users can initiate task creation whenever needed.

• Start Date and Time

• End Date 

• Due by Days

• Frequency

• Daily - Choose if the task generation needs to run daily. Custom options include:

• Repeat Every: Set the interval (from 1 day to 10 days).

• On Months: Specify which months the schedule should trigger (January to December).

• Weekly - Choose if the task generation needs to run weekly. Custom options include:

• Repeat On: Automatically fills with the day of the week based on the start date, but users can modify this to other days or add additional days.

• On Months: Specify which months the schedule should trigger.

• Monthly - Choose if the task generation needs to run monthly. Custom options include:

• Repeat On: Trigger the schedule on the same day of each month.

• Monthly on the [Day Name]: Specify the occurrence (e.g., the first Tuesday, fourth Thursday, or last Monday of the month).

• On Months: Specify which months the schedule should trigger.

• Bimonthly

• Quarterly

• Semi-Annually

• Annually

• Every 5 years

• On the 3rd step “Devices”  you have the option to select the devices. Here you can choose between two methods where:

• First method “Add by device type” - will add all the devices that are within the type we created the schedule for and

• Second method “Add by device list” - you have the ability to choose which devices you want to add where you can also filter the devices by Area.

• On the 4th step you need to choose assignment templates you wish to apply to your schedule.

Preventive Maintenance Schedule Details

After creating a preventive maintenance schedule, you'll be automatically directed to its details page. From here,
you can modify the "General Information" or adjust the ‘Schedule’ time slots as needed.

• By default the status of schedules is initially set to 'Active'.

• If you change the status to 'Inactive,' the schedule will be paused and won’t trigger until reactivated.

• Once the schedule's duration ends, its status will automatically update to ‘Completed', and it will no longer be triggered.

• On the “Assignments” tab you can add or remove assignments.
  
  

• Here you can also add custom assignment by selecting the blue arrow on the “Add Assignment” button where a new window will appear requesting the details:

• On the “Devices” tab you can add or remove devices.
  
  

• Here you can also change the addition method by just going to the three dots menu near the “Add Device” button and then selecting “Edit Addition Method” which will bring to you a new window to select the method.

Preventive Maintenance Schedule Logs

The Schedule Logs module provides a comprehensive list of all your triggered  schedules. From this list, you can
select a specific schedule log to view the status of each task and visualize the overall progress. This will help you
ensure essential items aren’t left out or forgotten, as well as to make sure maintenance procedures with multiple
steps are performed accurately and completely.

Schedule Log Tasks

The Tasks tab is your central hub for managing all devices and their associated tasks.

• Select one or more tasks and click on the “Edit” button at the top right of the page to edit the “Due Date” or ”Assignee”.

• Select one or more tasks and click on the “Delete” button at the top right of the page to delete the tasks.

• Selecting a task from the list, you will be redirected to the task details from where you can make edits, update the task status, and add attachments.

• Clicking on the Device name you will be redirected to the device details in KODE OS. 

Inspections

In this section, users are presented with a list of Inspection Assignment Templates, where each entry includes:

• Title: The name or identifier of the assignment template.

• Inspection Type: The type of inspection required (Area, Device, General)

• Estimated Time: The estimated time required to complete the inspection.

Users can filter the list based on Device Type and Inspection Type to refine their search for the appropriate template.

Note: The Inspection Type is not editable after the template is created.

Like in the Maintenance Assignments, users can also upload attachments in the Attachments section. These might
include:

• Device manuals

• Inspection checklists

• Videos or instructions for performing specific inspection tasks

• Other supporting documentation

This section allows users to add important reference materials to the assignment templates, ensuring inspectors
have all the necessary resources for their tasks.

The inspection module is divided into three main sections:

• Tasks

• Schedules

• Schedule Logs

Inspection Tasks

In the Tasks section, you'll find a comprehensive list of all pre-created inspection tasks. You can browse through
the tasks or use the search function to find specific tasks.

At the top of the Task List, users will find Widgets that provide an overview of the number of tasks in various statuses:
Open, On Hold, Completed, Cancelled, and Overdue. These widgets also serve as filters, allowing users to quickly
narrow down tasks by status.

For more customized filtering, you can click the Filters button to access additional filter options where you will find:

• Start and Due Date

• Schedule

• Device

• Area

• Assignee (including an "Unassigned" option)

When filters are applied through the Filters button, the status widgets are automatically updated to reflect the filtered
data, showing the count of tasks in each status based on the current filter selection.

Here you can also perform bulk actions. 

To do so, you can select multiple tasks and click on the appropriate action button (Edit, Delete). 

If you want to select all tasks currently visible on the page (e.g., all tasks filtered to On Hold), they can click the
checkbox in the top-left corner of the table. This action will select all tasks on that page, and an information banner
will appear with the message:

“All 50 tasks on this page are selected. Select all “x” tasks.”

By clicking on the highlighted “Select all n tasks”, you can select all tasks across multiple pages.

After making their selection, you can click Edit to open the Bulk Edit Dialog, where they can update the following
task attributes:

• Due Date

• Assignee

• Status

This functionality makes it easy to update large sets of tasks in a single action.

Once you select a task from the list you will be able to view more details for the task. The Task Detail will be sectored
in three tabs:

• Details

• Attachments

• Work Orders

Inspections Details

In the details tab you can view essential details about the task like the following:

• Number

• Status (which can be changed simply by clicking on the badge and selecting an option)

• Start Date

• Due Date

• Assignee

• Schedule

• Schedule Log

• Device

• Area

You can easily edit the Start Date and Due Date by clicking the Edit button. Also view the task status history or
delete the task by clicking on the three dot button in the top right corner.

To assign or change assignees, you can simply click on the Assignee field. This will make the field editable, allowing
you to assign one or more users to the task.

A key feature within the Details tab is the Assignments section, which holds the assignments of that task, the title
also indicates the assignments completed out of the total assignments for that task (e.g., Assignments (3 of 5)).

Also you can expand the Assignments section to view additional details for each assignment, including:

• Compliant

• Corrective Action

• Completed By

• Attachments (separate from the general task attachments, these are uploaded in Settings under Inspections Assignments)

• Status History

Assignment Status Management

You can update the status of each assignment by selecting one of the following options:

• To Do

• Not Applicable

• Done

This allows for detailed tracking of each assignment’s progress and completion status.

Inspections Task Attachments

The Task Attachments section allows you to upload and manage files associated with a specific task. These
attachments can be added for various reasons, such as providing additional context, supporting documentation,
or progress reports.

You can easily interact with attachments by clicking on the attachment's thumbnail (where available). Depending on
the file type, some attachments can be previewed directly in the app.

Additionally, you have the following options for managing attachments:

• Edit: Update name of attachment.

• Delete: Delete the attachment.

• Download: Save the attachment to their local device.

It's important to note that you can upload attachments when updating the Assignment Status. These attachments,
once uploaded, are automatically saved in the Task Attachments tab, ensuring that all relevant documentation is
stored in one place for easy reference.

Inspections Work Orders

The Work Orders tab allows you to create work orders linked to specific tasks. To create a work order, you should
have relevant data sources configured, such as Prism (or other integrated systems), which provide the necessary
data for generating work orders.

To create a work order,you can add dynamic data to the work order details by using badges available at the bottom
of the creation dialog. These badges help automatically populate relevant fields with data tied to the specific task or
project, streamlining the process and ensuring accurate entries.

Once a work order is created, it will go through one of the following statuses:

• Scheduled: The work order has been created and is scheduled for processing.

• Processing: The work order is currently being processed.

• Sent: The work order has been sent to the relevant system.

• Failed: An error occurred, and the work order failed to be sent or processed.

For work orders that are in the Sent or Failed statuses, users have the option to Resend the work order, ensuring it
can be attempted again if necessary.

Inspection Schedules

An Inspections schedule gives you a framework to organize all the preventive maintenance needs throughout your
organization.

Here you will see the list of existing preventive maintenance schedules, from where you can access 2 different views:

• List View - a straightforward, detailed overview of schedules.

• Calendar View - a clear, visual representation of schedules, improving planning, coordination, and time management.

Create an Inspections  Schedules

To create an Inspections schedule follow the below steps:

• Click on the “Create” button, at the top right of the page.

• Here you can choose to create by:

• By Device

• By Area

• General

• On the “New Schedule” page, fill in the general information such as:

• Title

• Assignee

• Device Type

• Description

• Go to the 2nd step “Schedule”, to set the time slots.

• Schedule Type

• Just Once - This option allows users to schedule a task generation for a one-time event on the specified date and time

• Recurrent - This option allows users to schedule task generation on a recurring basis. Once this option is selected, an additional field "Frequency" becomes available, allowing users to specify how often the schedule should repeat. Users must first select a Start Date before the available frequency options are shown.

• On Demand - This option is used when task generation needs to be triggered manually. It offers maximum flexibility, as users can initiate task creation whenever needed.

• Start Date and Time

• End Date 

• Due by Days

• Frequency

• Daily - Choose if the task generation needs to run daily. Custom options include:

• Repeat Every: Set the interval (from 1 day to 10 days).

• On Months: Specify which months the schedule should trigger (January to December).

• Weekly - Choose if the task generation needs to run weekly. Custom options include:

• Repeat On: Automatically fills with the day of the week based on the start date, but users can modify this to other days or add additional days.

• On Months: Specify which months the schedule should trigger.

• Monthly - Choose if the task generation needs to run monthly. Custom options include:

• Repeat On: Trigger the schedule on the same day of each month.

• Monthly on the [Day Name]: Specify the occurrence (e.g., the first Tuesday, fourth Thursday, or last Monday of the month).

• On Months: Specify which months the schedule should trigger.

• Bimonthly

• Quarterly

• Semi-Annually

• Annually

• Every 5 years

• On the 3rd step “Devices”  you have the option to select the devices. Here you can choose between two methods where:

• First method “Add by device type” - will add all the devices that are within the type we created the schedule for and

• Second method “Add by device list” - you have the ability to choose which devices you want to add where you can also filter the devices by Area.

• On the 4th step you need to choose assignment templates you wish to apply to your schedule.

Depending on the selection you made on the first step when you hit the Create button the third step will vary to
comply with the selection you made.

Inspections Schedule Details

After creating an inspection schedule, you'll be automatically directed to its details page. From here, you can modify
the "General Information" or adjust the ‘Schedule’ time slots as needed.

• By default the status of schedules is initially set to 'Active'.

• If you change the status to 'Inactive,' the schedule will be paused and won’t trigger until reactivated.

• Once the schedule's duration ends, its status will automatically update to ‘Completed', and it will no longer be triggered.

• On the “Assignments” tab you can add or remove assignments.

• On the “Devices” tab you can add or remove devices.

Inspections Schedule Logs

The Schedule Logs module provides a comprehensive list of all your triggered  schedules. From this list, you can
select a specific schedule log to view the status of each task and visualize the overall progress. This will help you
ensure essential items aren’t left out or forgotten, as well as to make sure maintenance procedures with multiple
steps are performed accurately and completely.

Schedule Log Tasks

The Tasks tab is your central hub for managing all devices and their associated tasks.

• Select one or more tasks and click on the “Edit” button at the top right of the page to edit the “Due Date” or ”Assignee”.

• Select one or more tasks and click on the “Delete” button at the top right of the page to delete the tasks.

• Selecting a task from the list, you will be redirected to the task details from where you can make edits, update the task status, and add attachments.

• Clicking on the Device name you will be redirected to the device details in KODE OS. 

Devices

The Devices section within the Maintenance module provides an overview and detailed management of all devices
requiring scheduled maintenance and tasks. To access this section, follow these steps:

• From the site section, select the site.

• Click on the "Devices" module to enter the Devices page.

Overview of Devices page

Upon entering the Devices page, you will see a list of all devices with assigned preventive maintenance and inspections
tasks. You can either scroll through this list or use the search function to select a specific device.

Device details

When you select a device from the list, you’ll be directed to a page that displays general information about the
device, including:

• Device Name: The name of the device.

• Area: The specific area where the device is located.

• Device Type: The category or type of the device.

Preventive Maintenance section

In the Preventive Maintenance section, you’ll find two key button links:

• View Schedules: Clicking this button redirects you to the preventive maintenance schedules, specifically filtered for the selected device. This allows you to see all the tasks that have been performed on the device and what schedules the device is part of.

• View Tasks: This button takes you to a detailed list of preventive maintenance tasks associated with the selected device.

Inspections section

In the Inspections section, you’ll find two key button links:

• View Schedules: Clicking this button redirects you to the inspection schedules, specifically filtered for the selected device. This allows you to see all the tasks that have been performed on the device and what schedules the device is part of.

• View Tasks: This button takes you to a detailed list of inspection tasks associated with the selected device.

Device metrics and charts

At the bottom of the device page, you’ll find five charts that provide important metrics related to the device:

• Tasks by Status: A pie chart showing the distribution of tasks by their current status, such as open, on hold, etc.

• Completed Tasks: This metric shows the total number of completed tasks for the selected device. For example, 10 out of 23 tasks might be marked as completed.

• Overdue Tasks: This chart indicates the number of tasks that are overdue. An example might be 10 out of 23 tasks being overdue.

• Work Orders: This displays the number of work orders created for the selected device. For example, it might show that 3 work orders have been created.

Streamline your Maintenance Tasks with KODE OS

As a maintenance engineer, your primary responsibility is to ensure the continuous and efficient operation of machinery,
equipment, and systems. With KODE OS, managing and executing your maintenance tasks becomes more
straightforward and efficient, whether you're at your desk or on the go.

KODE OS offers these convenient ways to view and manage your tasks:

• Tasks from Device Details page

• Tasks module within KODE OS

• Maintenance module from the left pane.

How to access Tasks from the Device Details page?

• Log in to KODE OS and select the desired site.

• Navigate to the main left navigation bar and click on ‘Devices’.

• From the device list, select the specific device you want to manage.

• Click on the Tasks icon located on the right sidebar of the device details page.

Once you've accessed the Device Details page, you'll see a list of tasks associated with the selected device. Each
task includes the following information:

• Task Description

• Due Date

• Status

• Compliance Status

• Corrective Action Taken

If a task is overdue, it will be highlighted with a yellow triangle, drawing your attention to its urgency.

Updating Task Status

To update a task's status, simply click on the current task and you will be redirected to the Tasks module within
KODE OS.

Accessing Tasks module within KODE OS

• Log in to KODE OS and select the desired site.

• Navigate to the main left navigation bar and click on ‘Tasks’.

• In the Tasks module, select either the Maintenance or Inspection tab to view tasks related to your chosen category.

• You'll be presented with a comprehensive list of tasks. You can browse through the tasks or use the search function to find specific tasks.

• At the top right of the page, you'll find 3 important buttons:

• Edit: Select a task and click on the Edit button to modify the due date or change the assignee.

• Delete: Select a task and click on the Delete button to remove it from the list.

• Filters: Use the filter options to narrow down tasks based on criteria such as start and due date, status, schedule, device, assignee, overdue tasks, and compliance status.

Task Details

There will be two groups of tasks: the Maintenance Tasks and Inspection Tasks.

Once you select a task from the list you will be redirected to the view with detailed information.

• In the Details Information section, you'll see:

• Task Number

• Status

• Start and Due Date

• Assignee

• Schedule

• Schedule Log

• Device Name (with a link to the device details)

• Area

• And Assignments list

• To update a task's status, click on its current status and choose from the following options:

• Completed: Mark the task as compliant or non-compliant. If non-compliant, you'll be prompted to note any corrective actions taken. You can also add notes or attachments.

• Cancelled: Provide reasons for canceling the task and include any relevant notes or attachments.

• On Hold: Indicate why the task is being paused, with the option to add notes and attachments.

• Open: This is the default status when a task is created, indicating that it's ready to be worked on.

• Attachments: Upload images of devices or any other relevant documents related to the task.

• Work Orders: This section displays all associated work orders that have been created for the task.

How to perform tasks as a maintenance engineer through the Mobile app?

Maintenance engineers play a crucial role in ensuring the smooth operation of machinery, equipment, and systems.
As an engineer from the field you will have access to use KODE OS mobile app for easy access as you are on the go. 

To access Preventive Maintenance from the mobile app:

• Open the KODE OS app on your mobile phone.

• Select a site from the Sites list.

• Swipe upwards to see the site modules and select ‘Tasks’.

• Here you will see the list of all Maintenance Tasks, with all details, device name and their status.

• Switch to Inspection Tasks to view the list of Inspection Tasks.

• You have the ability to search for a “Maintenance Tasks” or “Inspections Tasks”

• Also you can use the “Filter” option.

Maintenance Task Details

To view the task details and instructions on how to perform the task you can rely on “Task Details” by selecting a
task from the list.

• Status Overview section: Update the status of the task by clicking on the “Update Status” button. To update a task's status, click on its current status and choose from the following options:

• Completed: Mark the task as compliant or non-compliant. If non-compliant, you'll be prompted to note any corrective actions taken. You can also add notes or attachments.

• Cancelled: Provide reasons for canceling the task and include any relevant notes or attachments.

• On Hold: Indicate why the task is being paused, with the option to add notes and attachments.

• Open: This is the default status when a task is created, indicating that it's ready to be worked on.

• Details: In the Details section you can find relevant information about the task like: 

• Task Status

• Device (with a link that directs you to device details)

• Area (with a link that directs you to the area)

• Schedule

• Start and Due Date

• Schedule Log

• Assignee

• Description

• Attachments: Upload images of devices or any other relevant documents related to the task.

• Work Orders: This section displays all associated work orders that have been created for the task.

Inspections Tasks

Same as the “Maintenance Tasks” you can view the list of inspections tasks by switching to the corresponding tab
and there you will have all the operations available.

How to access Tasks from the Device Details page?

• Log in to KODE OS from the mobile app and select the desired site.

• Swipe upwards and  select ‘Devices’.

• From the device list, select the specific device you want to manage.

• Click on the 3 dots icon at the top right of the screen and select ‘Tasks’.

Here you'll see a list of tasks associated with the selected device. Each task includes the following information:

• Task Description

• Due Date

• Status

If a task is overdue, it will be highlighted with an orange message, drawing your attention to its urgency.

Updating Task Status

To update a task's status, click on the task to go to its details page, click on “Update Status” button and choose from
the following options:

• Completed: Mark the task as compliant or non-compliant. If non-compliant, you'll be prompted to note any corrective actions taken. You can also add notes or attachments.

• Cancelled: Provide reasons for canceling the task and include any relevant notes or attachments.

• On Hold: Indicate why the task is being paused, with the option to add notes and attachments.

• Open: This is the default status when a task is created, indicating that it's ready to be worked on.

Roles and Permissions

The Preventive Maintenance module offers dynamic role-based access control, allowing you to tailor user permissions
based on their responsibilities and needs. Below are the functionalities managed through Roles:

Functionalities Managed by Roles:

• Access to Maintenance App or Task List in CloudBMS:

• Users must have the "Get Maintenance" permission checked under the General settings to access the Maintenance app or the Task List in CloudBMS.

• Read Ability for Dashboard and Schedule Log:

• This permission allows users to view dashboards and schedule logs without making changes.

• Schedules List Permissions:

• Read-Only: Users can only view the schedules.

• Add/Update/Delete: Users can create, modify, or delete schedules.

• Task Templates Permissions:

• View-Only: Users can view task templates without making changes.

• Add/Update/Delete: Users can create, modify, or delete task templates.

• Tasks Permissions:

• Read-Only: Users can only view tasks.

• Add/Update/Delete: Users can create, modify, or delete tasks.

• Task Visibility Constraint: This setting restricts users to see only the tasks they are assigned to or allows them to view all tasks.

Recommended Role Setup:

• Main Preventive User:

• Access: Full access across all modules and visibility of all tasks.

• Responsibilities: This user has control over Task Templates, ensuring consistency and preventing duplication. They are also responsible for keeping the task list up to date and adding relevant documentation.

• Facility Manager:

• Access: Full access to everything, with view-only permission for Task Templates.

• Responsibilities: Typically assigned to manage one building, occasionally multiple buildings. The Facility Manager creates and manages schedules for their assigned buildings and only sees those buildings.

• Engineer:

• Access: No access to the Maintenance App; access is limited to the Tasks module in CloudBMS.

• Responsibilities: Can only see tasks assigned to them, ensuring focused task management.