🔧 Asset Maintenance Management
How to send assets for maintenance, track service progress, and retrieve assets back to inventory using the Asset Management module for Concord CRM
Last updated
How to send assets for maintenance, track service progress, and retrieve assets back to inventory using the Asset Management module for Concord CRM
Last updated
When assets need repair, servicing, or preventive maintenance, the Asset Maintenance feature helps you manage the entire maintenance lifecycle from sending assets to service providers through completion and retrieval.
From Assets Section: Navigate to the Assets section and click on the specific asset that needs maintenance. Look for maintenance options in the asset detail page.
From Asset Maintenance Section: Go directly to Asset Maintenance to view all maintenance records or create new maintenance requests.
Click on the New Maintenance button to start documenting the maintenance request. This opens a comprehensive form for capturing all service details.
Maintenance Code: System automatically creates a unique code (MNT-00000001) for tracking purposes
Asset: Select which asset needs maintenance service
Quantity: Enter the exact number of units being sent for maintenance
Maintenance Start Date: Set when the maintenance service begins
Maintenance Cost: Enter the expected or quoted cost for the service
Expected Completion Date: When you expect the maintenance to be finished
Service Provider: Name of the company or person performing the maintenance
Maintenance Type: Choose from:
Preventive: Scheduled maintenance to prevent issues
Corrective: Repairs to fix existing problems
Emergency: Urgent repairs for critical failures
Reason: Why the asset needs maintenance (e.g., "Regular service", "Equipment malfunction", "Safety inspection")
Description: Detailed information about the work to be performed, specific issues, or service requirements
Remaining Quantity: Shows current available/total quantity to understand inventory impact
Click Save to complete the maintenance request. The system will:
Generate a unique maintenance code for tracking
Update the asset's status history to "maintenance"
Send notification to the asset owner/company
Create a permanent maintenance record
Link the request to the asset for complete tracking
Status Monitoring
Pending: Maintenance is scheduled or in progress
Retrieved: Asset has been returned from maintenance
Automatic Follow-ups
System automatically sends follow-up notifications for overdue maintenance
Follow-ups triggered when expected completion date passes
Notifications sent to asset company/owner for action
When Assets Are Ready
Navigate to the asset's detail page
Go to the Maintenance tab
Find the active maintenance record
Click Retrieve Asset action
Asset status updates to "retrieved"
Available quantity is restored to inventory
Maintenance completion is recorded in asset history
Initial Notification
Asset owner/company receives notification when asset sent to maintenance
Includes maintenance details and expected completion
Follow-up Notifications
Automatic reminders sent after expected completion date
Helps ensure timely retrieval of serviced assets
Prevents assets from being forgotten at service providers
Unique maintenance codes for each service request (MNT-00000001, MNT-00000002, etc.)
Complete cost tracking for budgeting and reporting
Service provider records for vendor management
Maintenance type categorization for analysis
Inventory updates automatically when assets sent/retrieved
Status history tracking for complete audit trail
Notification system for proactive follow-up
Integration with asset lifecycle management
Maintenance Code: Unique identifier for each service
Asset: Which asset is being serviced
Quantity: How many units are in maintenance
Start Date: When maintenance began
Cost: Service cost for budgeting
Schedule preventive maintenance during low-usage periods
Get quotes before entering maintenance costs
Confirm service provider availability and timeline
Document specific issues clearly in descriptions
Detailed problem description for corrective maintenance
Service requirements and specifications
Warranty information if applicable
Special handling instructions for delicate equipment
Contact information for coordination
Monitor expected completion dates regularly
Contact service providers for status updates
Retrieve assets promptly when maintenance completes
Review maintenance costs against budgets
Update maintenance schedules based on service results
Each maintenance request gets a permanent, unique tracking code
Assets in maintenance are unavailable for allocation
Automatic notifications require proper company/user setup
Maintenance records cannot be easily deleted to maintain audit trail
Retrieved assets automatically restore inventory availability
