Cheqroom Best Practices
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      How do I perform maintenance and repair in Cheqroom?

      This article is intended to explain best practices managing assets that need repair, decommission and regular scheduled maintenance. A combination or flags, labels, and maintenance users are used for an ideal maintenance workflow.

      Preventative Maintenance

      Preventative maintenance is service that is scheduled, may be recurring, and intended to keep assets in top working order. Service like software updates and cleaning are also considered preventative in Cheqroom.

       

      Maintenance User

      To perform preventative maintenance, first a maintenance user needs to be set up.

      1. Go to User > User Detail
      2. In the “Info” tab, turn the toggle “Maintenance/Repair” to on

      Maintenance designation on a user is separate from their user role. A maintenance user can have any user role and equipment access, although we recommend that a maintenance user has permission to created and manage reservations, and add/remove flags.

       

      Reservations and check-out made by a maintenance user will automatically be considered a maintenance event. To schedule preventative maintenance, the maintenance user can create a reservation like any other reservations.

      1. Reservation Tab → New Reservation
      2. Select dates and item
      3. Confirm that user is the maintenance user
      4. Proceed with check out and check in as standard

      Comments and photo attachments can be used to detail important maintenance information.

       

      Labels

      Any reservation or check out made my a maintenance user will automatically be considered maintenance event. Labels can be used to further differentiate maintenance event types if needed. For example:

      • Software update
      • Annual cleaning
      • Inspection and tune up

      Using labels in conjunction with the maintenance user can help with calendar organization, reporting and filtering. For more information on labels, see

      How should I organize my assets?

       

      Recurring Reservations

      Recurring reservations can be created for regular maintenance schedules. To set up a recurring reservation:

      1. Go to Reservations → New Reservation
      2. Select the assets and maintenance user
      3. Click Actions → Repeat Reservation
      4. Choose the recurring pattern (daily, weekly, monthly)
      5. Set an end date for the recurring series
      6. Click "Repeat" to save

      Each instance of the recurring reservation will be treated as a separate maintenance event. You can modify or cancel individual instances without affecting the entire series.

      Note: Recurring reservations are useful for setting up regular maintenance schedules like monthly inspections, quarterly cleanings, or annual certifications.

       

      Damaged assets

      While regular, preventative maintenance can help ensure assets are fully functional for users, things do happen! Cheqroom can be used to report and track when something unexpected happens.

       

      Flags

      Flags are visual indicators that can be added to assets to mark their status. For damaged or broken items, flags serve as important alerts to other users and administrators.

      Adding a flag:

      1. Navigate to the Items → asset details page
      2. Click on "Add Flag" in the asset actions
      3. Select an appropriate flag type (e.g., "Broken", "Needs Repair")
      4. Add a description explaining the issue
      5. Save the flag

      Types of flags commonly used for damaged items:

      • Broken - Asset is not functioning and needs immediate attention
      • Needs Repair - Asset has minor issues but may still be usable
      • Under Investigation - Asset requires assessment of reported issues

      When configuring flags, admin can designate whether an item with that flag is unavailable. So, an asset flagged as “broken” can be removed from availability, while an asset with a flag of “needs inspection” could stay in circulation. A maintenance user can start a reservation or checkout for items marked as unavailable for other users.

       

      Important: Once a flag is added, the asset will be marked in the system and other users will be notified of its status when attempting to reserve or check out the item.

       

      The ability to add and remove flags from items is permission based. Maintenance users should be given the ability to both add and remove flags from items in order to complete maintenance. For more information on managing user permission, see how do I manage users in Cheqroom?

       

      Repairing compromised assets

      Flags can be removed once the issue has been resolved and the asset is back in working condition.

      To remove a flag:

      1. Go to the Items → asset details page
      2. Locate the flag in the asset's details
      3. Click on the "Clear Flag" option
      4. Add a comment and optional attachment explaining why the flag was removed
      5. Confirm the flag removal

      Note: Only users with appropriate permissions can remove flags. Make sure maintenance users have this permission to effectively manage asset repairs.

       

      How to view and track maintenance

      Any reservation or check out made by a maintenance user will tracked in the main workspace dashboard. Additionally, flagged items will be tracked which can help identify the status of assets.

       

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