Maintenance setup¶
Odoo Maintenance helps companies schedule corrective and preventive maintenance on the equipment used across the company. This helps avoid equipment breakdowns and emergency repair costs.
Dashboard¶
Opening the Maintenance app displays the Dashboard, with one card per maintenance team.
Each card shows the team name, and a To Do button with the number of open requests assigned to that team. Below it, up to four additional links appear, depending on the team’s open requests: Scheduled (requests with a scheduled date), Top Priorities (requests with the highest priority), Blocked (requests in the Blocked kanban state), and Unscheduled. Clicking any of these opens the corresponding filtered list of requests.
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- Maintenance ‣ Dashboard
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- The Maintenance dashboard with two team cards ("Internal Maintenance" and "Subcontracted Maintenance"), each showing a "To Do" button and "Scheduled"/"Blocked" links below it.
- module
- maintenance
- notes
- English UI, light theme, 1440px width.
Hovering over a card reveals a ⚙️ (gear) icon in its top-right corner. Clicking it opens a menu with a Requests column (All, To Do, In Progress, Done) and a Reporting column (Maintenance Requests, which opens the same requests in the Pivot or Graph view). The same menu also gives access to the team’s kanban color and, for managers, a Configuration link that opens the team’s form.
The Reporting menu at the top of the Maintenance app opens the same list of maintenance requests directly in the graph/pivot analysis view.
Maintenance teams¶
When creating maintenance requests, a maintenance team can be assigned to the request as the team responsible for handling the request.
To view existing maintenance teams, navigate to .
From the resulting Teams page, a list of all existing teams (if any) is displayed, with the Team Name, Team Members, and Company listed in the columns, by default.
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- Maintenance ‣ Configuration ‣ Maintenance Teams
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- The list of maintenance teams, with "Team Name", "Team Members" (avatars), and "Company" columns.
- module
- maintenance
- notes
- English UI, light theme, 1440px width.
To add a new team, click New. This adds a blank line at the bottom of the list of teams. In the blank field that appears below the Team Name column, assign a name to the new maintenance team.
In the Team Members column, click the field to reveal a drop-down menu with existing users in the database. Choose which users should be members of the new maintenance team.
Click Search More… to open a Search: Team Members pop-up window to search for users not shown on the initial drop-down menu.
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- Maintenance ‣ Configuration ‣ Maintenance Teams ‣ (Team Members field) ‣ Search More...
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- The "Search: Team Members" pop-up window with a search bar and a list of users to select from.
- module
- maintenance
- notes
- English UI, light theme, 1440px width, crop to the pop-up window.
In the Company column, if in a multi-company environment, click the drop-down menu to select the company in the database to which this new maintenance team belongs.
Once ready, click Save to save changes.
Tip
The team members assigned to maintenance teams are also referred to as Technicians, when viewing the Maintenance Calendar.
Navigate to , and click on an existing maintenance request. From the resulting popover, locate the Technician field. The name listed in the field is the team member, and is the user responsible for that particular request.
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- Maintenance ‣ Maintenance Calendar ‣ (request)
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- The maintenance request popover on the calendar, with the "Technician" field highlighted.
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- The "Technician" field (red frame).
- module
- maintenance
- notes
- English UI, light theme, 1440px width, crop to the popover.
At the far-right side of the page is a sidebar column, containing a minimized calendar set to today’s date, and a Technician list, displaying all the technicians (or team members) with requests currently open.
Equipment¶
In Odoo Maintenance, equipment refers to any machine or tool used by the company. Equipment can include technology such as computers or tablets, power tools, vehicles, manufacturing machines, and more.
Equipment categories¶
Each piece of equipment belongs to an equipment category. Before adding new equipment, make sure that a fitting equipment category is created.
To create a new equipment category, navigate to , and click New. Doing so opens a blank equipment category form.
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- Maintenance ‣ Configuration ‣ Equipment Categories ‣ New
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- A new equipment category form with "Category Name", "Responsible", "Company", "Email Alias", and "Comments" fields filled out.
- module
- maintenance
- notes
- English UI, light theme, 1440px width.
On the blank form, assign a name in the Category Name field.
In the Responsible field, assign a user to be responsible for the equipment in this category, if necessary. By default, the user who creates the category is selected as Responsible, by default.
If in a multi-company environment, click the drop-down menu in the Company field, and select the company in the database to whom the equipment in this category belongs.
In the Email Alias field, assign an email alias to this category, if necessary. Emails sent to this address automatically create a new maintenance request, with the equipment category set to this category, so a customer or an employee without database access can report an issue by email.
In the Comments field, type any comments or notes for internal users to reference in relation to this category, if necessary.
Tip
Custom fields can be defined for a category via the Properties widget on the equipment category form. These fields then appear on every piece of equipment that belongs to the category, in the Properties widget at the top of its form.
Note
Once a new equipment category is created, all equipment belonging to that category, as well as any past or currently open maintenance requests, are available from the equipment category form.
Navigate to , and select a category to view. Locate the Equipment and Maintenance smart buttons at the top of the form.
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- Maintenance ‣ Configuration ‣ Equipment Categories ‣ (category)
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- The "Equipment" and "Maintenance" smart buttons at the top of an equipment category form.
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- The two smart buttons (red frame).
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- maintenance
- notes
- English UI, light theme, 1440px width, crop to the button row.
Click the Equipment smart button to view all equipment belonging to this category. Click the Maintenance smart button to view any past, or currently open, maintenance requests.
Equipment¶
To add new equipment, navigate to , and click New. This opens a blank equipment form.
In the Name field, assign a name for the new equipment. In the Equipment Category field, click the drop-down menu and select which category this new equipment should belong to.
If in a multi-company environment, click the drop-down menu in the Company field, and select the company in the database to whom the new equipment belongs.
In the Used By field, select from one of three radio button options: Department, Employee, or Other.
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- Maintenance ‣ Equipment ‣ New
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- The left-hand column of a new equipment form: "Equipment Category", "Company", "Owner", "Used By" set to "Employee" with the "Employee" field shown below it.
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- maintenance, hr_maintenance
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- English UI, light theme, 1440px width, crop to the left-hand column.
If Department is selected, a Department field appears below the Used By field. Click the drop-down menu and select the department that uses this equipment.
If Employee is selected, an Employee field appears below the Used By field. Click the drop-down menu, and select the employee who uses this equipment.
If the Other option is selected, both the Department and Employee fields appear below the Used By field. Click the drop-down menus for the respective fields, and choose which department and employee uses this equipment.
In the Maintenance Team field, select the team responsible for this equipment. In the Technician field, select the team member/user responsible for this equipment.
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- Maintenance ‣ Equipment ‣ New
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- The right-hand column of a new equipment form: "Maintenance Team", "Technician", and "Used in location".
- module
- maintenance
- notes
- English UI, light theme, 1440px width, crop to the right-hand column.
In the Used in location field, enter the location wherein this equipment will be used, if useful (e.g. an office).
In the blank space under the Description tab at the bottom of the form, add any relevant information describing the equipment for users to reference.
Product Information tab¶
To add any relevant information while creating a new piece of equipment, from the equipment form, click the Product Information tab.
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- Maintenance ‣ Equipment ‣ New ‣ Product Information
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- The "Product Information" tab with "Vendor", "Vendor Reference", "Model", "Serial Number", "Effective Date", "Cost", and "Warranty Expiration Date" fields.
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- maintenance
- notes
- English UI, light theme, 1440px width, crop to the tab.
In the Vendor field, add the vendor from which the equipment was purchased. In the Vendor Reference field, add the product reference number obtained from the vendor, if applicable.
In the Model field, specify which model this equipment is, if applicable. If the equipment is serialized, add a serial number in the Serial Number field.
In the Effective Date field, click the date to reveal a calendar popover, and select a date. This date indicates when this equipment was first put in use, and will be used to compute the Mean Time Between Failure (MTBF) in the equipment’s Maintenance tab.
In the Cost field, specify how much the equipment cost to acquire, if applicable.
If the equipment is covered under a warranty, specify the Warranty Expiration Date by selecting a date from the calendar popover in that field.
Maintenance tab¶
Various maintenance metrics are available for each piece of equipment, and are automatically computed, based on corrective maintenance, and planned preventive maintenance.
To view the maintenance metrics for a specific piece of equipment, from the equipment form, click the Maintenance tab.
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- Maintenance ‣ Equipment ‣ (equipment) ‣ Maintenance
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- The "Maintenance" tab on an equipment form, showing the computed "Mean Time Between Failure", "Estimated Next Failure", "Latest Failure", and "Mean Time To Repair" fields.
- module
- maintenance
- notes
- English UI, light theme, 1440px width, crop to the tab.
Doing so reveals the following fields:
Expected Mean Time Between Failure: the amount of time (in days) before the next failure is expected. This is the only field not greyed-out, and the only field users can edit.
Mean Time Between Failure: the amount of time (in days) between reported failures. This value is computed based on completed corrective maintenances.
Estimated Next Failure: the date on which the next failure is expected. This date is computed as the Latest Failure Date + MTBF.
Latest Failure: The date of the latest failure. The value in this field updates once a failure is reported for this equipment.
Mean Time To Repair: the amount of time (in days) it takes to repair this equipment upon failure. This value updates once a maintenance request is completed for this equipment.
See also