Maintenance Tasks
A Maintenance Task is an entry in your catalog of repeatable maintenance jobs (for example "Oil change" or "Belt inspection"). It isn't a transactional document: it's a master list of reusable names that you later pick inside a Maintenance Order or a Preventive Maintenance Plan, instead of typing the work description by hand every time.
What is it and what is it for?
The Maintenance Tasks catalog lets you standardize how the work your technicians do gets described: instead of every Maintenance Order carrying a different free-text description for the same kind of job, you pick the right Task from a shared list. That keeps your maintenance (and commission) reports grouping and comparing work consistently.
Each Task can also carry a fixed commission amount. When that task is recorded on an already-closed Maintenance Order, that amount is what gets added up for the responsible technician on the Maintenance Labor Commissions report, grouped by technician, equipment and date.
How to use it, step by step
- Open "New" from the Maintenance Tasks list. The list only shows each task's name and, if you have edit permission, a link to edit it.
- Type the Name of the task. It's required and can't repeat; keep it short and recognizable, since it's the only thing shown in the task pickers on Maintenance Orders and Maintenance Plans.
- Set the Commission Amount if you're going to pay the technician a fixed commission every time they perform this task. Leave it at zero if this task doesn't earn a commission.
- Add Notes if you need to clarify what the task involves, then save.
- Pick the task from the task picker on a Maintenance Order or a Preventive Maintenance Plan; that's where the hours spent get added case by case.
Key fields
| Field | What it's for |
|---|---|
| Name | The maintenance task's short name. Required and unique; it's the text shown in the task pickers on Maintenance Orders and Maintenance Plans. |
| Commission Amount | A fixed commission credited to the technician every time this task is recorded on a Maintenance Order. Optional; feeds the Maintenance Labor Commissions report. |
| Notes | Optional free text to clarify what the task involves. |
Validations when saving
- Name is required.
- Name cannot repeat across two different Maintenance Tasks.
Deleting a maintenance task
A Maintenance Task cannot be deleted if:
- It's included in the task list of a Preventive Maintenance Plan; in that case AdmCloud tells you the name of the plan using it.
- It's recorded on at least one already-saved Maintenance Order (or another document); in that case AdmCloud tells you the document type and number using it.
In either case, you first need to remove the task from those plans or documents before you can delete it from the catalog.
Availability, plan and modules
- This screen is only available when your company has the Equipment Maintenance add-on module active (Enterprise plan). If it isn't active, the list and the create form show a message that the feature is unavailable on your edition.
- Access is controlled by the "Equipment" permission (the same one that controls the Equipment catalog), with separate levels to view, add, edit and delete.
Tips and common pitfalls
Standardize your names from day one. Build out your task catalog before you start logging Maintenance Orders, so all your technicians use the same wording for the same job and your reports come out consistent.
Can't delete a task? Check first whether it's included in a Preventive Maintenance Plan or on an already-saved Maintenance Order; the error message tells you exactly where it's being used.
Paying a commission per task performed? Set the Commission Amount on the task and then check the Maintenance Labor Commissions report, which automatically totals that amount per technician every time the task shows up on a Maintenance Order.