GearGuard: The Ultimate Maintenance Tracker

Team Details

• Jaydip Bariya (Leader)
• Udit Vegad
• Jaimin Solanki
• Miral Padmani

🚀 Live Demo

Experience GearGuard in action: https://gear-guard-seven.vercel.app/

✨ Key Features

• Real-Time Kanban Board: Drag-and-drop requests with instant updates across all connected clients (powered by Convex).
• Role-Based Access Control: Strict permissions for Managers (full control) vs. Technicians (execution only).
• Smart Equipment Tracking: Auto-fill logic, history tracking, and "Scrap" lifecycle management.
• Preventive Maintenance Calendar: Visual scheduling for routine checkups.
• Modern UI: Glassmorphism design with smooth animations and responsive layouts.

1. Module Overview

Objective: Develop a maintenance management system that allows a company to track its assets (machines, vehicles, computers) and manage maintenance requests for those assets.

Core Philosophy: The module must seamlessly connect Equipment (what is broken), Teams (who fix it), and Requests (the work to be done).

2. Key Functional Areas

A. Equipment

The system serves as a central database for all company assets. Participants must create a robust "Equipment" record that tracks ownership and technical details.

• Equipment Tracking (use the search or group by for tracking the request):
  • By Department: (e.g., A CNC Machine belongs to the "Production" department).
  • By Employee: (e.g., A Laptop belongs to "Person name").
• Responsibility: Each equipment must have a dedicated Maintenance Team and a technician is assigned to it by default.
• Key fields:
  • Equipment Name & Serial Number.
  • Purchase Date & Warranty Information.
  • Location: Where is this machine physically located?

B. Maintenance Team

The system must support multiple specialized teams.

• Team Name: Ability to define teams (e.g., Mechanics, Electricians, IT Support).
• Team Member Name: Link specific users (Technicians) to these teams.
• Workflow Logic: When a request is created for a specific team, only team members should pick it up.

C. Maintenance Request

This is the transactional part of the module. It handles the lifecycle of a repair job.

• Request Types:
  • Corrective: Unplanned repair (Breakdown).
  • Preventive: Planned maintenance (Routine Checkup).
• Key fields:
  • Subject: What is wrong? (e.g., "Leaking Oil").
  • Equipment: Which machine is affected?
  • Scheduled Date: When should the work happen?
  • Duration: How long did the repair take?

3. The Functional Workflow

Participants must implement the following business logic to make the module "alive."

Flow 1: The Breakdown

1. Request: Any user can create a request.
2. Auto-Fill Logic: When the user selects an Equipment (e.g., "Printer 01"):
   • The system should automatically fetch the Equipment category and Maintenance Team from the equipment record and fill them into the request.
3. Request state: The request starts in the New stage.
4. Assignment: A manager or technician assigns themselves to the ticket.
5. Execution: The stage moves to In Progress.
6. Completion: The technician records the Hours Spent (Duration) and moves the stage to Repaired.

Flow 2: The Routine Checkup

1. Scheduling: A manager creates a request with the type Preventive.
2. Date Setting: The user sets a Scheduled Date (e.g., Next Monday).
3. Visibility: This request must appear on the Calendar View on the specific date so the technician knows they have a job to do.

Flow 3: Equipment Scrapping (Manager Only)

1. Identification: A technician identifies an asset is beyond repair.
2. Restriction: Technicians cannot scrap equipment directly to prevent operational errors.
3. Execution: A Manager reviews the case and selects "Scrap" from the status dropdown or "Danger Zone".
4. Automation: The system automatically:
   • Marks the request as Scrapped.
   • Flags the Equipment as Scrapped (inactive) in the database.
   • Removes the equipment from future selection lists.

4. User Interface & Views Requirements

To provide a good User Experience (UX), the following views are required:

1. The Maintenance Kanban Board

The primary workspace for technicians.

• Group By: Stages (New | In Progress | Repaired | Scrap).
• Drag & Drop: Users must be able to drag a card from "New" to "In Progress."
• Visual Indicators:
  • Technician: Show the avatar of the assigned user.
  • Status Color: Display a red strip or text if the request is Overdue.
  • Permission Lock: The "Scrap" column is locked for non-managers.

2. The Calendar View

• Display all Preventive maintenance requests.
• Allow users to click a date to schedule a new maintenance request.

3. The Pivot/Graph Report (Optional/Advanced)

• A report showing the Number of Requests per Team or per Equipment Category.

5. Required Automation & Smart Features

These features distinguish a basic form from a smart "Odoo-like" module.

• Smart Buttons:
  • On the Equipment Form, add a button labeled "Maintenance".
  • Function: Clicking this button opens a list of all requests related only to that specific machine.
  • Badge: The button should display the count of open requests.
• Scrap Logic:
  • If a request is moved to the Scrap stage, the system should logically indicate that the equipment is no longer usable (e.g., log a note or set a flag).

Tech Stack & Advantages

We chose a cutting-edge stack to deliver a premium, real-time experience:

• Next.js 15: The latest React framework for server-side rendering, SEO, and blazing fast performance.
• Convex: A real-time backend-as-a-service.
  • Advantage: Provides instant, live updates to the Kanban board without refreshing.
  • Advantage: Type-safe end-to-end, reducing bugs and development time.
• Tailwind CSS: Utility-first styling for rapid, consistent UI development.
• Shadcn UI: Accessible, high-quality component primitives.
• Glassmorphism Design: A modern, translucent aesthetic (backdrop-blur, gradients) that makes the app feel "alive" and premium compared to standard corporate tools.

Mockup

Excalidraw Mockup