Category guide, Service and maintenance
Elevator maintenance tracking software: how to track periodic service
- Author
- PureField
- Published
- Updated
Elevator maintenance tracking software keeps the periodic maintenance plan, equipment card, service reports and maintenance history of each unit in one place. Maintenance companies move these records out of spreadsheets and paper forms, so every visit and the next scheduled date are visible on one screen. PureField holds them in its technical service module.
What elevator maintenance tracking software covers
The core question for a maintenance company is simple: can you see each unit's last visit, its next maintenance date and its latest service report in one place? When those three facts live in a spreadsheet, a paper form and a folder of PDFs, a visit can be missed or a technician has to open several files to find the previous report.
PureField is a business management platform. CRM, ERP, purchasing and finance run on the same platform, and the technical service module connects the equipment card, maintenance plan, work order and service report. Elevator companies use the same equipment card and maintenance plan structure to track their periodic visits.
Records a maintenance program needs
A maintenance tracking program should hold at least these records:
- Equipment card: customer, site location, installation and warranty details, with documents attached to the card.
- Next maintenance date: when this date is entered, PureField sends an email reminder based on it, and the team opens the visit as a work order.
- QR code: the field team scans the unit's code on their phone and opens its saved maintenance history.
- Checklist: the same items are marked on every visit, so records from different technicians read the same way.
How a maintenance visit closes on site
A periodic visit follows these steps on site:
- The visit is opened as a work order and assigned to a technician.
- The technician scans the unit's QR code and reviews earlier records on the screen.
- Checklist items are marked and photos are added to the required sections.
- The engineer and the customer sign, and the visit location can be recorded with the service record.
- The service report is exported as a PDF and emailed to the customer.
Each step stays linked to the equipment card. Afterwards, the record answers who did the visit, when it happened, and which checklist items were marked.
Breakdown calls and planned maintenance in one history
In PureField, a breakdown request is linked to a work order. Because the report is created from the equipment or from the work order, breakdown visits and planned maintenance visits appear in the same equipment history. A planner can see from that history which units have had repeat faults.
When reminders and breakdown records are kept apart, counting how many times a unit was called out in the last three months means merging several sources by hand. When both sit in one record, that count is already there.
Building managers and customer access
The customer record collects equipment, work orders and service reports. The customer record also connects CRM, service and accounting links. A building manager or property owner has two channels:
- Each service report is emailed to the customer as a PDF.
- Customer app users can see equipment QR codes when the account setting allows it.
After a service visit, the customer can rate the report through the service report rating portal. These ratings help the team follow service quality over time.
How to compare maintenance tracking programs
Use the table below as a checklist when comparing programs. The right column describes how PureField handles each point.
| Criterion | Why it matters | How PureField handles it |
|---|---|---|
| Record types | Equipment, maintenance plan, work order, service report and checklist should be linked | Equipment card, work orders, service reports and checklists are connected modules in the panel |
| Reminders | The next maintenance date should not be missed | An email reminder is sent based on the next maintenance date, and the team opens the work order |
| Field evidence | Proof of the visit should stay in the record | Photo blocks, signature fields and visit location are part of the service report |
| Report delivery | The customer should receive the report quickly | The service report is exported as a PDF and sent by email |
| Customer access | Building managers need the right view | Customer app users see equipment QR codes when the account setting allows it |
| Data migration | The move from existing files should be defined in writing | The migration scope is agreed with you during the quote process |
Fill the table with your own requirements. A missing row usually shows up later as a gap when the number of visits grows.
Moving from spreadsheets and paper forms
A move to digital records usually takes three steps:
- First, gather the unit list, customer addresses and last maintenance dates into one table. This table becomes the source for the import.
- Next, start with a pilot in one region or with one technician team. Gaps found in the first two weeks are fixed before the remaining units are imported.
- Finally, run paper and digital forms side by side for a short period. After that, keep the paper form only as a backup.
During this move, the scope of the migration is agreed with you so the team knows what moves and when.
Evidence
- Equipment card and QR
- The equipment card holds customer, site, warranty and document information, and each unit's QR code opens its record.
- Maintenance reminder
- An email reminder is sent based on the next maintenance date, and the team opens the visit as a work order.
- Service report
- The report is exported as a PDF with engineer and customer signatures and is sent to the customer by email.
- Field proof
- Photo blocks, checklist marks and visit location are recorded as part of the service report.
- Customer record
- CRM, service and accounting links are collected on one customer record, where equipment and reports are tracked.
Book a demo with your equipment list, or send the quote form to tell us what your team needs. Book a demo
Frequently asked questions
How are periodic maintenance reminders set up?
Enter the next maintenance date on the equipment card. PureField sends an email reminder based on that date, and the team opens the visit as a work order.
Where is maintenance data kept, and who can access it?
Records are kept on the PureField platform. Access follows the modules and permissions assigned to each user, so managers and the assigned team work within their own scope.
How do we move from Excel to a maintenance tracking program?
Start by gathering the unit list and last maintenance dates into one table. Then run a pilot with one region or technician team and keep the paper form side by side for a short time. The migration scope is agreed during the quote process.
Should breakdown records and planned maintenance be kept in the same place?
Yes. Breakdown requests are linked to work orders and service reports are added to the equipment card, so planned maintenance and fault history appear on the same unit.
Can a building manager see the maintenance history?
Each service report is emailed as a PDF. If a customer app user is set up, they can see equipment QR codes depending on the account setting.
How can we get a price for our program?
Pricing is prepared for your number of units and the modules you need. Share your details through the quote form and we will prepare a quote for you.