---
title: "Maintenance"
url: "https://docs.4hse.com/guides/prevention-actions/maintenance-management"
description: "Management of maintenance plans, orders, and certificates in 4HSE for each office."
---

# Maintenance

The **Maintenance** section is located in the **Actions** area of each project **office** and is structured on two main levels:

-   **Plans**: define the **maintenance needs** for material resources and PPE within the office.
-   **Orders**: represent the **scheduling** of maintenance interventions.

This section also allows you to:

-   **Record the outcome** of a maintenance task and certify its completion.
-   **Generate a maintenance certificate**, which can be saved, edited, exported, or printed in various formats using the **“Print”** button.

## Add a Maintenance Plan

[Section titled “Add a Maintenance Plan”](#add-a-maintenance-plan)

1.  Click **New** and select **New** to open the plan creation window.
2.  The plan may concern a **single equipment item** (e.g., overhead crane) or a **homogeneous group** (e.g., elevators). You can later link equipment registered in the **Material Resources** section.
3.  Set the **validity** of the maintenance, i.e., the interval between one order and the next.
4.  Assign the roles of **Manager**, **Assignee**, and **Watcher**, choosing from **people**, **roles**, or **users** of the office. These roles will be **automatically inherited** in the planned orders for that plan.
5.  Save the plan.

![add a new maintenance plan](/_astro/maintenance-management-1.CkuD0Pda_1XwWuC.webp)

After saving, the plan will appear in the list with all indicators set to zero. If you don’t see it immediately, click **Refresh** in the toolbar.

**By selecting the plan row**, the tabs **Details**, **Recipients**, **Orders**, **Required by**, **Events** and **Attachments** will be activated below, useful for quickly reviewing or editing data.

![maintenance plan details](/_astro/maintenance-management-2.DYpj9GEa_7JRUt.webp)

A double click opens the **plan sheet**, allowing full management of the plan data and its associated orders.

![plan sheet](/_astro/maintenance-management-3.Di0S_3YU_qpEcH.webp)

## Associate Equipment to be Maintained

[Section titled “Associate Equipment to be Maintained”](#associate-equipment-to-be-maintained)

You can associate equipment intended for maintenance as follows:

1.  Go to the **Recipients** tab.
2.  Click **New** and choose among the available options:

-   Equipment
-   Work Environments
-   PPE
-   Offices

> **Example**: by selecting **Equipment**, you’ll access the list of registered resources.

3.  Select the equipment to include and press **Save**. They will be listed as **Recipients** of the plan, with their corresponding **Status**:

-   **New**: not yet managed
-   **Valid / Expired**: based on whether a valid or expired maintenance certificate is present

![add recipients to maintenance plan](/_astro/maintenance-management-4.DVAnsq1n_Z1Lmfyo.webp)

### Associate Resources

[Section titled “Associate Resources”](#associate-resources)

From the plan’s **“Requested by”** menu entry, you can specify which **company resources** require maintenance. This allows you to keep track of the link between maintenance and the specific needs arising from equipment, environments, etc.

1.  Select the resources to associate from:

-   Equipment
-   Environment
-   Substance
-   PPE
-   Work Phase
-   Task
-   Homogeneous Group

2.  Click **Next** to select from registered elements
3.  Select the resources and click **Confirm**, then **Finish**

![associate resources to maintenance](/_astro/maintenance-management-5.BbSynD60_Z1dxqv2.webp)

### Schedule an Order

[Section titled “Schedule an Order”](#schedule-an-order)

Once the maintenance recipients are associated, you can schedule an order.

1.  From the **Orders** menu, click **New**
2.  Select the **Maintenance Plan** using **“Select”** All available maintenance plans for the office will be shown. If the desired plan is not listed, it needs to be created in the “Plans” section.
3.  Check the **validity** of the plan
4.  The roles of **Manager**, **Assignee**, and **Observer** are inherited, but can be edited for the specific order. If they are users, they will also be **recipients of notifications** for this task.
5.  Click **Save**

![schedule a maintenance order](/_astro/maintenance-management-6.9DWwu8or_1Blx5x.webp)

### Register Recipients for an Order

[Section titled “Register Recipients for an Order”](#register-recipients-for-an-order)

1.  Select the maintenance order
2.  Click **Recipients**, then **New**. Only resources already linked to the maintenance plan will be available. If no recipients are associated with the plan, no resources will be shown for order enrollment.
3.  Select the resources to register for the order and click **Save**

The initial **status** of the order will be **To be filled**.

![maintenance-management-img7](/_astro/maintenance-management-7.CvhQNFbx_2wFvo6.webp)

## Linked Modules Management

[Section titled “Linked Modules Management”](#linked-modules-management)

The **Linked Modules** tab allows you to create and manage structured modules associated with maintenance actions. This feature enables the integration of technical checklists or operational reports directly into the maintenance workflow, automatically attaching the generated documentation to the issued certificate.

Through this section, it is possible to define which data templates must be completed during the execution of a maintenance order.

The complete guide for configuring and filling out modules is available in the [Linked Modules to Actions](/guides/action-forms/action-forms) section.

### Register the Outcome of a Maintenance Order

[Section titled “Register the Outcome of a Maintenance Order”](#register-the-outcome-of-a-maintenance-order)

You can record the outcome of an order in two ways: **individually** or using **bulk mode**.

#### Single Mode

[Section titled “Single Mode”](#single-mode)

1.  Open the order detail by **double-clicking the enrollment row**.
2.  Fill in the form by selecting the **outcome**: `Passed` or `Failed`.
3.  Save.

#### Bulk Mode

[Section titled “Bulk Mode”](#bulk-mode)

1.  From the edition toolbar, click **Wizards**, then select **Bulk Edit**.
2.  The list of resources linked to the order will open.
3.  Click the **status badge** to change it.
4.  (Optional) Check the **“W” (warning)** box to visually flag a record that needs attention: an icon will appear next to the corresponding row.
5.  Press **Confirm** to save all changes.

![bulk modification of enrollments](/_astro/maintenance-management-8.CJMK6yoA_1YP2cL.webp)

### Generate a Certificate

[Section titled “Generate a Certificate”](#generate-a-certificate)

After recording the outcome of the order as **“passed”**, you can issue certificates:

#### 1\. Wizard for Bulk Certificate Creation

[Section titled “1. Wizard for Bulk Certificate Creation”](#1-wizard-for-bulk-certificate-creation)

-   Click **Wizards** in the toolbar
-   Select **Bulk Certificate Creation**
-   A list of enrolled resources will be shown
-   Select the resources for which you want to issue certificates
-   Click **Confirm**

#### 2\. Issuance from Enrollment Details

[Section titled “2. Issuance from Enrollment Details”](#2-issuance-from-enrollment-details)

-   Open the enrollment details (double-click the row or click the
    
    icon)
-   Check the **start and end validity dates**
-   Click the **badge icon**, which will automatically issue a certificate for the selected resource.

Once done, the certificate is **valid** and visible in the **expiration schedule**.

![issue a certificate](/_astro/maintenance-management-9.DYa1MESG_17vY3z.webp)

### Manage a Certificate

[Section titled “Manage a Certificate”](#manage-a-certificate)

In the **Certificate** column of the “Recipients” tab, the certificate icon is now visible. It gives access to the **certificate sheet**, where you can:

-   **Print**
    
-   **Download**
    
-   **Attach a document**.
    

1.  Click to open the **certificate sheet**.
    
2.  All information related to the **order** and the **result** is shown here, along with optional notes and fields. The editable dates relate to the **issue** and **expiration** of the certificate.
    
3.  To export the document, click the **Print** icon
    
4.  Click **”…​”** to access the list of available templates.
    
5.  Select the **desired template** from the list and click **Save**, then **Next** to access the document preview.
    
6.  Click the “Print” icon for local printing, or click **Next** to **export** or **archive** it in “Files”.
    

![print a certificate](/_astro/maintenance-management-10.D926Jj_f_Z13T02l.webp)

### Attachments

[Section titled “Attachments”](#attachments)

In “Attachments” you can link files related to the maintenance plan:

-   by adding links to **existing files** in **“Files”**
    
-   by uploading a **new file**
    

This site is protected by reCAPTCHA and the Google [Privacy Policy](https://policies.google.com/privacy) and [Terms of Service](https://policies.google.com/terms) apply.