Maintenance and Servicing

Maintenance & servicing

Tools and equipment need looking after. Gubbins schedules servicing for your items, tracks what's due, and keeps a log of what's been done.

Where to find it: the Lifecycle tab of an item's details, once the Maintenance & servicing capability is enabled (Modular UI).

Scheduling maintenance

Set up a maintenance schedule on an item and Gubbins works out when the next service is due. A schedule can be:

• Time-based — every N months (an annual PAT test, a quarterly clean).
• Usage-based — after so many hours of use. Gubbins accrues checkout-hours automatically as an item is loaned out and returned, so usage-driven servicing keeps itself honest without manual meter readings.

Schedules can be per-location, so the same kind of item serviced in different places can be tracked separately.

What's due, and the log

Due and overdue servicing surfaces in the Alerts and Upcoming feeds. When you service an item, record it — building a maintenance history you can look back over.

💡 Tip Usage-based schedules pair beautifully with loans: lend a tool out, and the hours it's away count towards its next service automatically. Check the Upcoming agenda before a busy period to service everything proactively.

ℹ️ Note For serialised items that need structured pass/fail results (calibration, PAT, QA), use test & calibration records alongside the free-form maintenance history.

Related pages

• Test & calibration records — structured per-unit results.
• Upcoming agenda — everything due, in one place.
• Loans — the checkout-hours that drive usage-based servicing.