Module guide, Service and maintenance
Periodic maintenance tracking program: how to keep every service date on schedule
- Author
- PureField
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- Updated
A periodic maintenance tracking program is business software that keeps each device's interval and next due date on its asset card, sends a reminder to the responsible person, and links completed work to a service report. To avoid missed maintenance, PureField keeps the card, reminder and report in one record.
What a periodic maintenance tracking program covers
Periodic maintenance is the work of checking, cleaning or replacing parts of a device at set intervals. A tracking program holds three things together: the device identity, the next due date and the record of past maintenance. In PureField this tracking runs from the device card, so the field team and the manager look at the same information. For businesses that own equipment and for service firms that look after many devices, this structure moves the maintenance calendar out of memory and into a record.
How to set up a maintenance schedule
The schedule is set up in five steps:
- Step 1: Open the device card. Enter brand, model, serial number, location and warranty details.
- Step 2: Set the maintenance interval. Define it in days or months, based on the manufacturer's recommendation or the service contract.
- Step 3: Write the next due date on the device card.
- Step 4: Choose who receives the reminder. The reminder can go to the service team or to the customer by email.
- Step 5: After the visit, record the work done and enter the new next due date.
How the reminder works
The preventive maintenance reminder email is sent according to the next due date on the device card. The reminder is a notification and does not open a work order by itself. When it arrives, the team creates a work order, assigns an engineer and plans the visit. Keeping the reminder and the work order as separate steps makes it clear when a reminder was sent and when the work was carried out on site.
Checklists keep each visit comparable
When every maintenance visit follows the same steps, the results can be compared from one visit to the next. PureField lets you define field checklist templates and use them during the visit. At the end of the visit the result is written to the service report. The report is produced as a PDF, can be sent to the customer by email and can be opened in the customer rating portal. Before and after photo blocks can be added to the same report.
Spreadsheet or tracking program
A spreadsheet is a reasonable starting point for a few devices. As the number of devices grows and several people update the same records, reminders and links between records have to be maintained by hand. The table below compares the two approaches on the same criteria.
| Criterion | Spreadsheet | PureField |
|---|---|---|
| Device record | One row per device in a separate file | Brand, model, serial number and warranty on one card |
| Reminder | Calendar or manual follow-up | Email based on the next due date |
| Checklist | Separate document | Defined as a template and used during the visit |
| Service report | Separate document | PDF report, sent by email to the customer |
| Work order | Separate process | Team creates the work order and assigns it |
| Device history | Scattered across files | One history on the device card |
What to check when choosing a program
These criteria show whether a program can carry a maintenance calendar in practice:
- Device card and QR code support
- Reminder and email sending based on the next due date
- Checklist templates
- Link between work orders and service reports
- Customer record and warranty tracking
- Written answers on data export and data protection terms
Evidence
- Device card
- Brand, model, serial number, location, warranty and maintenance date are kept on one card. A device can be opened by QR code, and documents can be attached to the card.
- Maintenance reminder email
- A reminder email is sent based on the next due date. The reminder and the work order are separate steps.
- Checklist templates
- Field checklists are defined as templates and used during maintenance visits.
- Service report
- A completed report is produced as a PDF, can be sent by email and can be opened in the customer rating portal.
- Report photos
- Before and after photo blocks can be used in the service report.
Book a demo and we will build the maintenance calendar for your devices together. Book a demo
Frequently asked questions
Is a periodic maintenance program the same as preventive maintenance?
The two terms are often used together in the field. In PureField, maintenance tracking runs on the interval and next due date set on the asset card, and the work can be named with the term your team uses.
How often is the maintenance schedule updated?
The schedule updates each time a completed visit sets a new next due date. The interval follows the manufacturer's recommendation or the service contract.
Can field teams use the program on a mobile device?
Field engineers scan the device QR code in the mobile app to open its history and record the visit results there. Managers follow the calendar and reports in the web panel.
How is a QR code used for maintenance tracking?
Each device card is linked to a QR code. The technician scans the code to see the maintenance history, warranty details and documents, and the result of the visit is recorded on the same card.
Which maintenance records are required by law?
Required records depend on regulation and sector, so confirm them with the relevant authority or your legal advisor. In PureField, each device's maintenance history is kept on one card.
Where can I find pricing?
Packages and a quote for your setup are on the pricing page. You can also book a demo to walk through your device list.