> 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.