Help & Guide

Dashboard

The Dashboard is your home screen. It shows a summary of open work orders, upcoming maintenance schedules, recent activity, and key metrics. Use it to quickly understand what needs attention today.

Sidebar Navigation

The sidebar on the left gives you access to every module. On mobile, tap the hamburger menu to open it. Expandable sections (Maintenance, Supplies, Settings) can be toggled open and closed. The sidebar includes:

• Dashboard — Home overview
• Maintenance — Work Orders, Calendar, Maintenance Schedules, Checklists, Projects
• Assets — Equipment register
• Locations — Facility structure
• Supplies — Consumables, Stock, Recipes, BOMs, Businesses
• Analytics — Reports and charts
• Settings — Admin-only system configuration

Role-Based Access

What you see depends on your role. Admins have full access, while roles like Technician or Viewer see only the modules relevant to their work. If a sidebar item is missing, ask your admin to check your permissions. See the User Roles section for details.

Notifications

The bell icon in the top-right corner shows your notifications. You'll receive alerts when work orders are assigned to you, statuses change, priorities shift, or stock runs low. Click a notification to jump straight to the relevant item. Use "Mark all read" to clear the badge count.

Typical Workflow

Here's how a typical day might look:

1. Check the Dashboard for today's open and overdue work orders
2. Use the Calendar to see what's scheduled for the week
3. Open an assigned Work Order, click "Start Work" to begin
4. Complete the Checklist items, log any Parts Used, and upload Photos
5. Mark the work order as Completed when done
6. Check Maintenance Schedules to generate any due work orders

Work Order Types

• Corrective — Unplanned repairs triggered by breakdowns or reported issues
• Preventive — Scheduled maintenance to prevent failures (often auto-generated by maintenance schedules)
• Inspection — Routine checks to assess equipment condition
• Treatment — Chemical or nutrient treatments applied to systems. Selecting this type lets you attach a Nutrient Recipe with pH/EC targets
• Cleaning — Scheduled cleaning and sanitation tasks
• Project — Larger scoped work, typically linked to a Project for grouped tracking

Status Workflow

Every work order moves through a lifecycle. Only certain transitions are allowed:

Priority Levels

Priority determines urgency. Use filters on the work order list to focus on critical items first.

Creating a Work Order

Click "New Work Order" from the Work Orders list. Fill in the form:

1. Title (required) — A clear, short description of the task
2. Type & Priority — Select the category and urgency level
3. Location & Asset — Optionally link to a location and asset. Selecting a location filters the asset dropdown to only show equipment at that location
4. Project — Optionally group this work order under a project
5. Schedule — Set planned start/end dates, times, and estimated hours
6. Assignees — Select one or more team members. The list shows each user's role
7. Requested By — Optionally record who requested the work
8. Checklist — Load a checklist template or build one from scratch. Each item has a label, type (text, numeric, pass/fail, yes/no, checkbox), and a "required" toggle
9. Choose initial status: Draft (save for later) or Planned (ready to schedule)

Work Order Detail Tabs

Once a work order is created, its detail page has four tabs:

Who Can Edit?

Work orders can be edited by Admins, Planners, or any user assigned to the work order. Once a work order is marked as Completed or Cancelled, it's locked — no further edits, parts, or photos can be added. Only Admins and Planners can delete work orders, and only when the status is Draft or Cancelled.

Searching & Filtering

The work order list page supports filtering by status, priority, type, assignee, and due date range. Use the search bar to find work orders by code or title. Filters combine — for example, show only "In Progress" + "Critical" work orders assigned to a specific person.

Week View

The main area shows a full week (Sunday through Saturday). Each day column displays the work orders scheduled for that date. A mini calendar in the corner lets you jump to any week by clicking a date. Use the left/right arrows to move between weeks.

Drag-and-Drop Scheduling

Drag any work order card from the sidebar panels or from one day to another to reschedule it. The calendar tracks all your changes and shows an "Unsaved Changes" indicator. Click "Save" to apply all changes at once, or "Undo" to revert. Changes update the work order's planned start date.

Sidebar Panels

Three tabs on the side of the calendar hold work orders waiting to be scheduled:

• Unscheduled — Work orders with no planned date yet. Drag them onto a day to schedule
• Pending — Work orders scheduled for the future
• Late/Overdue — Work orders past their due date that still need attention

Filters

Use the expandable filter sections to narrow the view by asset, location, or assignee. Toggle "Show unassigned" to include work orders not yet assigned to anyone. Filters are searchable — start typing to find a specific asset or person.

Creating a Maintenance Schedule

1. Name & Description — Give the schedule a clear name (e.g. "Monthly pump inspection")
2. Location & Asset — Optionally link to a specific location and asset
3. Priority — Set the default priority for generated work orders (Low, Medium, High, Critical)
4. Frequency — Set how often: "Every X days/weeks/months" (e.g. every 14 days, every 1 month)
5. Next Due Date — When the first work order should be generated
6. Default Assignees — Select team members who will be auto-assigned to each generated work order
7. Checklist Template — Optionally load a checklist from your template library, or build one from scratch. It gets copied to every generated work order
8. Activate — Toggle the schedule on (active by default)

Generating Work Orders

Maintenance schedules don't generate work orders automatically in real time. Instead, use the "Generate Due Work Orders" button on the Maintenance Schedules list page. This checks all active schedules and creates work orders for any that are due. The workflow is:

1. Click "Generate Due Work Orders" — a confirmation dialog appears
2. The system checks all active maintenance schedules where the next due date has passed
3. A work order is created for each due schedule with the configured priority, assignees, and checklist
4. The schedule's next due date advances by its frequency
5. A summary shows how many work orders were generated (and any errors)

Tip: Run this daily or at the start of each shift to catch all due PM work.

Activate & Deactivate

Toggle a maintenance schedule on or off using the switch in the list view. Deactivating stops future work orders from being generated but doesn't affect any already created. The "Next Due" column shows when the next work order will be generated — dates in red are overdue, amber means due within 7 days.

Overdue Indicators

The list view highlights overdue schedules. If a PM's next due date has passed without a work order being generated, it shows (Overdue) in red next to the date. Generate work orders to clear the backlog.

Building a Template

1. Click "New Task Group" on the Checklists page
2. Enter a Name and optional Description
3. Click "Add Task" to add checklist items
4. For each item, set the Label (what the technician sees), Type (determines the input), and whether it's Required
5. Use the up/down arrows to reorder items
6. Save the template — it's now available to load into any work order or maintenance schedule

Item Types

Completing Checklists on Work Orders

On a work order's Checklist tab, each item shows its type-specific input. Fill in values as you go — the system records your name and timestamp on each completed item. Required items (marked with a red asterisk) must be completed. A checkmark appears next to items that have been filled in. Admins, Planners, and the work order creator can edit the checklist until the work order is completed or cancelled.

Project Statuses

Creating a Project

1. Click "New Project" from the Projects page
2. Enter a Name, Description, and select a Status
3. Assign an Owner (the person responsible for the project)
4. Set optional Start and End Dates — if set, a progress bar shows timeline completion
5. Save the project

Linking Work Orders

When creating or editing a work order, select a project from the "Project" dropdown. The project detail view shows all linked work orders with their codes, titles, and current statuses — making it easy to track overall progress.

Progress Tracking

Each project card shows the total number of work orders and how many are still open. If start and end dates are set, a progress bar visualises how far through the timeline you are.

Asset Statuses

Criticality Levels

Criticality helps prioritise maintenance. Use filters on the asset list to focus on high-criticality equipment.

Asset Details

Key fields on an asset profile include:

• Name & Type — What the asset is
• Location — Where it's installed
• Parent Asset — For components that belong to a larger system (e.g. a pump inside a water treatment unit)
• Supplier — Who supplied the equipment
• Folia Tag Number — Optional reference tag
• Value — Asset cost for financial tracking

Asset Tabs

Parent-Child Relationships

Assets can be nested. A "Parent Asset" field lets you build hierarchies — for example, a facility has a water system, which contains a pump, which contains a motor. This helps track maintenance at every level.

Tree View

The Locations page displays all locations as an expandable/collapsible tree. Each node shows the location code, name, status, and the number of assets assigned to it. Click the expand arrow to reveal child locations.

How Locations Connect to Other Modules

• Assets — Each asset is assigned to a location. Selecting a location on a work order filters available assets to only those at that location
• Work Orders — Inherit location from their linked asset, or can be set manually
• Stock — Consumable stock is tracked per location (see Current Stock)
• Maintenance Schedules — Can be linked to a specific location

Searching

Use the search bar to find locations by name or code. The tree automatically expands to show matching locations and their parents. Filter by Active or Inactive status.

Item Fields

• SKU — Unique identifier code
• Name & Description — What the item is
• Unit of Measure — EA (each), KG, L (litres), etc.
• Cost Per Unit — For cost tracking and reporting
• Minimum Stock — The absolute lowest acceptable quantity
• Reorder Point — When stock hits this level, it's flagged for reordering
• Supplier — Link to a business in the Businesses module

Stock Transactions

From the consumable detail view, you can create stock transactions:

• Receive — Add stock when a delivery arrives (increases quantity)
• Issue — Manually issue stock for use (decreases quantity)
• Adjustment — Correct stock after a physical count (sets to new value)

Each transaction requires a location and optional reason. Stock is also automatically deducted when parts are logged on work orders.

Low Stock Alerts

Use the "Low Stock" filter on the consumables list to see all items below their reorder point. These items also trigger notifications so you can reorder before running out.

How to Use

1. Select the Location you're adjusting stock for
2. Choose the Consumables to adjust from the list
3. Enter the New Quantities for each item
4. Add an optional Reason (e.g. "Annual stock count", "Damage write-off")
5. Click Submit — all changes are applied and recorded in the audit trail

Recipe Fields

• Code & Name — Unique identifier and descriptive name
• Growth Stage — Which stage the recipe is for (e.g. Seedling, Vegetative, Flowering)
• Target pH — Desired pH level for the mixed solution
• Target EC — Desired electrical conductivity (measures nutrient concentration)
• Ingredients — List of consumables with quantities and proportions
• Active/Inactive — Toggle availability

Using Recipes in Work Orders

When you create a work order with the Treatment type, a "Nutrient Recipe" dropdown appears. Selecting a recipe displays the target pH, EC, and growth stage on the work order so technicians know exactly what parameters to achieve.

Creating a BOM

1. Click "New Bill of Materials" on the BOM page
2. Enter a Code, Name, and optional Description
3. Optionally link to a specific Asset
4. Add items: select an Inventory Item, set the Quantity, and add optional Notes
5. The total cost is automatically calculated from item costs
6. Save the BOM — it's now available to apply on any work order

Applying a BOM to a Work Order

1. On a work order's Parts Used tab, click "Apply BOM"
2. Select a BOM from the dropdown — it shows the code, name, and item count
3. Choose the Stock Location to draw parts from
4. If some items aren't available at that location, a warning is shown
5. Click "Apply" — all items from the BOM are added as parts used and stock is deducted

What to Track

• Business name and contact information
• Payment terms and account details
• Active/Inactive status
• Linked consumable items (set on the consumable's Supplier field)

User Groups

Users can also be organised into groups (e.g. "Electrical Team", "Plumbing Team"). Groups help with team assignment and organisational structure. Admins manage groups in Settings > User Groups.