How does the tasks work?

How is preventive maintenance handled with Spotilla?

In Spotilla preventive maintenance  programs and time-based individual or recurring tasks are handled using "Tasks" functionality.

The Tasks function defines time-based tasks that must be acknowledged as completed. Tasks are thus scheduled and it is possible to set an outgoing e-mail (or e-mails) as the outgoing one, the departure time of which can also be specified.

Tasks can be either individual or recurring. Recurring tasks work so that when you acknowledge a task as completed, the system creates a new task based on how the completed task is repeated (either by adapting to the completed task schedule or keeping the original schedule) and the frequency condition, ie how often the task should be repeated.

Tasks always have a deadline and a person/role in charge. Responsible party can be either an individual or a role of responsibility, such as "maintenance men."

The tasks are related to the following entities:

  • Task templates 
  • Task forms (ie the standard forms attached to the tasks and the reports generated from them)
  • Group tasks (ie maintenance responsibilities assigned to a specific responsible party)

The level of ambition and desired quality of your organization determines how you should use Spotilla’s Task functionality. The system does not force you to create task forms, task templates, or group tasks. If you wish to, you can get started immediately by setting up a maintenance program with individual tasks. However, this is not the highest quality way to use Spotilla in the long run.

If you want to take full advantage of Spotilla's features, the following order of progression is the best.

  1. First think about which tasks require reporting (task form-> pdf report) 
  2. Create task forms
  3. Consider which tasks are such that they are repeated on several devices according to the same program (same task name and same description and frequency and rules of frequency always on one basis)
  4. Create task templates of above tasks
  5. Then define the maintenance program using individual tasks or create a group task. In both cases, use the task templates you created.