> For the complete documentation index, see [llms.txt](https://prohelp.assetpanda.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://prohelp.assetpanda.com/settings/templates-guides/equipment-maintenance-tracking-template.md). # Equipment Maintenance Tracking template The **Equipment Maintenance Tracking** template demonstrates how organizations can manage operational equipment, maintenance activities, and calibration schedules using Asset Panda Pro. This template shows how to perform the following tasks: * Track operational equipment across departments and facilities * Maintain a complete service and calibration history * Automatically identify overdue or upcoming service requirements * Provide operational visibility through dashboards and reporting The environment has been preconfigured with sample equipment records and maintenance data so you can explore how the system functions. *** ## Template structure * **Collections**: This environment uses connected collections to manage equipment checkout. * **Equipment**: Stores all shared equipment that can be checked out, with the following information: * Equipment identification information * Department ownership * Physical location * Operational status * Calibration requirements and schedules * Maintenance history * **Vendors**: Tracks service providers and calibration vendors that perform maintenance work on equipment. * **Locations**: Represent physical locations where equipment is normally stored or used. * **Departments**: Identify the organizational units responsible for equipment. * **Service Logs**: Records all maintenance activity performed on equipment to create a permanent service history for each piece of equipment. This collection includes the following information: * Service type (Calibration, Repair, Maintenance) * Service date * Technician or vendor performing the work * Calibration results * Service notes * Service cost * Next calibration due date * **Dashboard**: The **Equipment Maintenance Overview** dashboard helps maintenance teams monitor equipment health across the organization. The dashboard includes the following information: * Counts of overdue calibrations, upcoming service requirements, and equipment currently under repair * Distribution of equipment by department * Tables listing equipment requiring service * **Saved Views**: Enable operations teams to focus on the equipment requiring attention: * Overdue Calibrations: Equipment that requires immediate service * Due Soon: Equipment approaching calibration deadlines * Under Repair: Equipment currently undergoing repair * Safety Critical Equipment: Equipment marked as safety critical. * **Forms**: The **Log Calibration**: Enables users to log calibration results. * **User Roles**: The system supports different roles across operations teams. * Operations Manager: Can manage equipment records and monitor maintenance activity. * Technician: Logs service events and maintenance work. * Executive Viewer: Can view dashboards and operational reports without modifying data. ### Extend the system Asset Panda can support a wide range of operational asset management use cases, including: * Tool and equipment checkout systems * Fleet and vehicle maintenance tracking * IT asset management * Facility equipment maintenance * Safety and inspection tracking Organizations can customize collections, workflows, and dashboards to match their operational needs. *** ## Equipment Maintenance workflow The platform tracks maintenance activity using a simple operational workflow. 1. **Equipment is registered.** Equipment records contain key information such as operational status, location, and calibration requirements. 2. When maintenance or calibration occurs, a Service Log record is created to store the following information: * The work that was performed * When the work occurred * Who performed the work * When the next service is required. 3. Automations continuously monitor calibration schedules and service deadlines and automatically updates the equipment status if service becomes due or overdue. * **Calibration Due Soon**: When a calibration due date falls within the next 30 days, the system automatically updates the equipment's calibration status to **Due Soon** to enable maintenance teams to schedule service. * **Calibration Overdue**: If the calibration due date passes, the system updates the equipment's calibration status to **Overdue** to indicate that the equipment requires immediate attention. * When a new calibration service is logged and a future calibration date is entered, the system automatically resets the calibration status to **Current** to ensure that the equipment health status reflects the most recent service activity. *** ## Suggested asctions * Open an equipment record and review its service history. * Create a new Service Log for a piece of equipment. * Enter a calibration due date within the next 30 days and observe how the system updates the equipment status. * Explore the Equipment Maintenance Overview dashboard. * Review the saved views to identify equipment requiring service. --- # Agent Instructions This documentation is published with GitBook. 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