Maintenance+ helps teams manage maintenance work against assets in Aquipa.
Depending on your role, you may be setting up the maintenance workflow, assigning work, completing maintenance tasks, reviewing completed tasks, closing out work orders, or reporting on asset maintenance history.
This guide will help you understand where to start.
Which role sounds most like you?
I manage maintenance
You may be a Maintenance Manager, Supervisor, Planner, Administrator or someone responsible for setting up and managing maintenance in Aquipa.
You are likely responsible for:
Creating maintenance forms
Creating task templates
Building maintenance plan templates
Configuring assets against maintenance plans
Creating work orders
Assigning maintenance tasks
Reviewing completed maintenance
Closing out work orders
Managing priorities
Reviewing estimated hours against actual hours
Tracking fault codes
Reporting on assets by lifecycle status
Maintaining asset service history
Start with the Maintenance Manager pathway below.
I complete maintenance tasks
You may be a Maintenance Technician, Maintainer, Operator or Field Worker.
You are likely responsible for:
Opening assigned maintenance tasks
Reviewing task instructions
Completing checklist items
Adding comments or supporting evidence
Recording actual hours where required
Selecting or recording fault information where required
Submitting completed work for review
Start with the Technician pathway below.
Maintenance Manager pathway
Maintenance Managers are responsible for configuring and managing the maintenance workflow.
A good setup helps your team create repeatable maintenance processes, assign work clearly, complete maintenance consistently and keep a reliable history against each asset.
The value of Maintenance+ grows over time when the system is configured to capture useful maintenance intelligence, not just completed tasks.
Step 1: Understand the Maintenance+ workflow
At a high level, Maintenance+ helps your team:
Configure the maintenance setup
Create or generate work orders
Assign maintenance tasks
Complete the required maintenance
Review and approve completed tasks
Close the work order
Build a maintenance history against the asset
Report on maintenance activity, asset status and recurring issues
Before creating work orders, it is important to understand the setup components that support the workflow.
Step 2: Start with maintenance forms
A maintenance form is the checklist or inspection form your team completes during maintenance.
The form defines what needs to be checked, recorded, inspected or confirmed.
For example, a maintenance form may include sections for:
Asset details
Safety checks
Mechanical checks
Electrical checks
Hydraulic checks
Fluid levels
Defects or issues found
Supporting comments or evidence
Final sign-off
Step 3: Create task templates
Task templates are used to break a maintenance form into smaller sections of work.
This is useful when more than one person or team needs to complete different parts of the same maintenance activity.
For example, one maintenance form may be split into separate task templates for:
Mechanical inspection
Electrical inspection
Hydraulic inspection
Safety inspection
Supervisor review
Each task template can then be assigned to the appropriate person or team when the work order is created.
Step 4: Build maintenance plan templates
A maintenance plan template defines the planned maintenance schedule and the tasks required for each service interval.
Use maintenance plan templates when you want to create planned preventative maintenance or recurring inspections for assets.
A maintenance plan template may define:
The maintenance interval
The tasks required at each interval
Which task templates are used
The planned maintenance structure for that type of asset
Step 5: Configure assets against maintenance plans
After the maintenance plan template has been created, it can be configured against an asset.
This connects the planned maintenance requirements to the asset so that maintenance can be tracked and managed in Aquipa.
Once the plan is attached to the asset, your team can create or manage work orders for planned preventative maintenance.
Step 6: Create and manage work orders
Work orders are used to manage maintenance activity against an asset.
A work order may be created for:
Planned preventative maintenance
Scheduled inspections
Ad hoc maintenance
Unplanned repairs
Follow-up work
Within a work order, tasks can be assigned to users or teams. Each assigned task tells the user what work needs to be completed.
Step 7: Build intelligence into your setup
Maintenance+ is not just about completing work orders.
When configured well, it helps your team capture useful information that can improve planning, reporting, resourcing and asset decision-making over time.
As part of your setup, consider how your team will use:
Priorities
Estimated hours
Actual hours
Fault codes
Asset lifecycle statuses
This information helps Maintenance Managers understand not just what work was completed, but what the work tells them about the asset, the team and the maintenance process.
Step 8: Review completed tasks
Once a Technician completes a task, the task can be reviewed.
During review, check that:
Required checklist items have been completed
Comments or evidence have been added where needed
Actual hours have been recorded where required
Fault codes have been applied where relevant
Any failed or incomplete items have been followed up
The work is ready to be approved
This step helps ensure that maintenance has been completed properly before the work order is closed.
Step 9: Close the work order
Once all required tasks have been completed and reviewed, the work order can be closed.
Closing the work order helps create a reliable maintenance history against the asset.
This history can be used to understand:
What maintenance was completed
When it was completed
Who completed the work
What checklist results were recorded
Whether any issues were identified
Which fault codes were assigned
How long the work was expected to take
How long the work actually took
What priority was assigned
What supporting information was attached
A completed work order tells you what happened.
A completed work order with priority, estimated hours, actual hours, fault codes and lifecycle context tells you much more.
Technician pathway
Technicians are responsible for completing assigned maintenance tasks.
You do not need to configure the full maintenance workflow. Your focus is completing the work assigned to you and recording the outcome clearly.
Step 1: Open your assigned task
When a maintenance task is assigned to you, open the task from your notification, email link or the relevant work order.
The task will show you what work needs to be completed.
Step 2: Review the task details
Before starting, review the task information carefully.
Check:
Which asset the task relates to
What work needs to be completed
Whether there is a checklist
Whether comments or supporting evidence are required
Whether actual hours need to be recorded
Whether a fault code needs to be selected
Whether there are any instructions from the Maintenance Manager or Supervisor
Step 3: Complete the checklist
If the task includes a checklist, complete each required item.
Checklist items may ask you to:
Confirm an item has been checked
Record a result
Add comments
Upload evidence
Identify whether an item has passed or failed
Complete the checklist as accurately as possible. The information you enter becomes part of the asset’s maintenance record.
Step 4: Add comments or evidence
If something needs explanation, add a comment.
If evidence is required, attach the relevant document, image or supporting file.
Useful comments may include:
What was inspected
What was found
What action was taken
Whether follow-up work is required
Any issues that should be reviewed by a Manager or Supervisor
Step 5: Record actual hours where required
If your task requires actual hours, record how long the work took.
This helps Maintenance Managers compare planned effort against actual effort and improve future maintenance planning.
Step 6: Apply fault codes where required
If a fault has been identified and your task requires a fault code, select the relevant fault code.
Fault codes help your team record issues consistently so recurring problems can be tracked over time.
Step 7: Submit the task for review
Once the task is complete, submit it for review.
A Maintenance Manager or Supervisor can then review the completed work and approve it if everything is complete.
Before submitting, check that:
Required checklist items are complete
Comments have been added where needed
Supporting evidence has been uploaded where required
Actual hours have been recorded where required
Fault codes have been selected where required
Key concept
Maintenance Managers set up and manage the workflow.
Technicians complete assigned maintenance tasks.
Together, these actions create a clear maintenance process and a reliable maintenance history against each asset.
When information such as priority, estimated hours, actual hours, fault codes and lifecycle status is captured consistently, Aquipa can also help teams report on maintenance and make better decisions over time.
Recommended starting points
If you are a Maintenance Manager
Start with:
Introduction to Maintenance
How to Configure Maintenance Plans
Forms, Task Templates, Maintenance Plans and Work Orders Explained
Maintenance Intelligence: Turning Work Orders into Better Decisions
Work Order Task Priority
Life Cycle Status Explained
Creating Work Orders
Reviewing and Approving Maintenance Tasks
Closing Work Orders
You may also want to configure your Fault Library:
Configuration Panel > Maintenance > Fault Library
If you are a Maintenance Technician
Start with:
Introduction to Maintenance
Performing Maintenance Tasks
Focus on opening assigned tasks, completing checklists, recording useful information and submitting your work for review.
Simple summary
If you manage maintenance, start by learning how forms, task templates, maintenance plans and work orders fit together.
Then use priorities, estimated hours, actual hours, fault codes and lifecycle statuses to build better reporting and maintenance intelligence over time.
If you complete maintenance, focus on completing your assigned tasks accurately, recording useful information and submitting your work for review.
Every completed task helps build a clearer maintenance record for the asset.