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The Maintenance Log is where your centre records and tracks maintenance jobs — from a quick fix to a scheduled preventive task. It connects directly to the Hazard Register and Incident Hub, so when a hazard or incident requires a physical fix, the maintenance request is part of the same trail.

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Two types of request

Reactive — a one-off job in response to something that needs fixing. A broken gate latch, a leaking tap, a damaged fence — log it, assign it, and track it through to completion. Scheduled — a recurring preventive task that needs to happen at regular intervals. Test the smoke alarms, service the fire extinguishers, check the first aid kit. Scheduled requests auto-generate the next occurrence when the current one is completed, so recurring jobs never fall off the radar.

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The workflow

Every maintenance request moves through up to five stages: Open — the request has been logged and is waiting to be picked up. Assigned — a Maintenance Manager has taken ownership of the job. In Progress — work has started. Completed — the job is done. Verified — a Maintenance Manager has confirmed the fix is actually in place. This is the meaningful sign-off stage — linked hazards and incidents won’t prompt for resolution until the request is Verified.

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Maintenance Managers

Maintenance Managers are staff members assigned to manage requests at a specific centre. They don’t need to be compliance users — it’s a per-centre role assigned by a compliance user or admin. Any staff member with module access can raise a request, but only Maintenance Managers and compliance users can move requests through the workflow and verify completion.

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The Hazard ↔ Incident ↔ Maintenance triangle

The three modules are linked. A real-world event can involve all three:
  • A loose paving stone is logged as a hazard
  • A child trips on it, which becomes an incident
  • A job to re-lay the paving is raised as a maintenance request
You can raise a maintenance request directly from a hazard or incident record. The link is recorded both ways — the hazard and incident show the maintenance request that came from them, and the maintenance request references its source. When the maintenance request is Verified, the linked hazard or incident surfaces a prompt to review and resolve it. A staff member confirms — the linked record is never automatically closed.

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Dashboard

The dashboard shows a summary card for the Maintenance Log including open requests by priority and any overdue scheduled maintenance.
Any staff member with module access can raise a maintenance request. Managing requests, assigning them, and verifying completion requires Maintenance Manager or compliance user access.