How to Manage and Track Maintenance and Custody in Cheqroom

This article explains how to manage and track maintenance and custody information for items using Cheqroom’s maintenance workflows, labels, history logs, permissions, bulk actions, and reports.

Use Cheqroom’s maintenance workflow to mark items as undergoing service, record maintenance events, and prevent regular bookings while work is in progress. Maintenance events are captured as check-outs by a maintenance user and can be labeled to describe the service performed.

Enable maintenance permissions

1. Go to Users and select the maintenance team member.
2. Open the Info tab.
3. Toggle on the "Maintenance/Repair" setting.

• Only users with this permission can plan maintenance for flagged items.

Perform maintenance on a single item

1. On the asset profile, press "Start Maintenance."
2. This action initiates a check-out by the maintenance user and records a maintenance event.
3. While checked out for maintenance, the item is temporarily marked unavailable for regular booking.
4. When maintenance is complete, check the item back in to return it to regular availability.

Perform maintenance on multiple items (bulk)

1. Switch to the Items list in table view.
2. Select the checkboxes next to each item that requires maintenance.
3. Click "Bulk actions" and choose "Edit Items."
4. Scroll to the Flag section and set the appropriate flag on all selected items.

• Use a maintenance-enabled user to perform subsequent maintenance check-outs as needed.

Labeling maintenance events

• When checking out an asset for maintenance, add a label describing the service (for example: "annual cleaning" or "repair").
• Labels help organize maintenance types and make it easier to find related events across your inventory.

Track maintenance history and custody

• View an asset’s profile history log to see past events, including maintenance requests, maintenance check-outs, dates, comments, and labels.
• Use filters on the history log to focus on past maintenance events and custody changes.

Run maintenance reports

• Use the Reports tab to review maintenance activity, item status history, and utilization.
• Reports can show when assets were last flagged, checked out for maintenance, or marked unavailable.

Troubleshooting tips

• If an item still appears available while maintenance is in progress, confirm the maintenance user completed the "Start Maintenance" check-out and that the item was checked back in only once maintenance finished.
• If a user cannot plan maintenance, verify that the user's "Maintenance/Repair" permission is enabled.

Conclusion By enabling maintenance permissions, using "Start Maintenance" to create maintenance check-outs, labeling events, using bulk flagging for multiple items, reviewing the asset history log, and running reports, you can keep clear custody records and an auditable history of repairs and servicing that prevents items from being booked while under maintenance.