Equipment Maintenance
Equipment Maintenance tracks the full service history of every piece of restaurant equipment — from ovens to the espresso machine to the dining room A/C — with overdue-service, warranty-expiry and AMC-expiry alerts. It is distinct from Captain's Log (an ad-hoc shift note), Kitchen Requisitions (consumables), and HACCP-style logs (food temperature compliance).
Overview
Each equipment record has a Name, Category (Cooking, Refrigeration, Beverage/Bar, Dishwashing, Ventilation/A/C, POS/Tech, Front of House, Other), Make/Model, Serial Number, Location, Install Date, Warranty Expiry, AMC (Annual Maintenance Contract) expiry, and technician contact details.
A Service Interval (Monthly, Quarterly, Every 6 months, Annually, or As needed) drives the expected next-service cadence for that item.
Service History entries are logged per equipment item as Routine Service, Repair, Breakdown, Inspection, Part Replaced, or Calibration, each with its own cost — the lifetime total cost per item is calculated from this history.
Three alert types: an overdue-service alert once the next-service date has passed, a warranty-expiry alert within 30 days of expiry, and an AMC-expiry alert within 30 days of expiry — plus a distinct "active breakdown" badge for equipment with an unresolved BREAKDOWN status.
Search and filter by category or status; print a full equipment history report per item.
Before You Start
- You must have the Billing feature enabled on your plan.
Step-by-Step Guide
1 Register a piece of equipment
- Open Operations & Compliance → Equipment Maintenance and click to add equipment.
- Enter Name, Category, Make/Model, Serial Number, Location, Install Date, Warranty Expiry, AMC expiry, Service Interval, and technician name/phone.
- Save — the item is tracked from this point with an ACTIVE status.
2 Log a service or breakdown
- Open the equipment item and add a service record: choose the Service Type (Routine, Repair, Breakdown, Inspection, Part Replaced, Calibration), enter the date, cost, and notes.
- A Breakdown service record marks the equipment with an active-breakdown badge until resolved by a subsequent service entry.
3 Monitor alerts
- Watch for overdue-service alerts (next service date has passed), warranty-expiry alerts (within 30 days), and AMC-expiry alerts (within 30 days) across your equipment list.
- Act on active-breakdown badges with priority, since these represent equipment currently out of service.
4 Print an equipment history report
- Open an equipment item and click Print for a report of its full service history and lifetime service cost — useful when deciding whether to repair or replace.
Every Field & Button, Explained
| Field / Button | What it does |
|---|---|
Category | Cooking Equipment, Refrigeration, Beverage/Bar, Dishwashing, Ventilation/A/C, POS/Tech, Front of House, or Other. |
Service Interval | Monthly, Quarterly, Every 6 months, Annually, or As needed — informs how often the item should be serviced. |
Warranty Expiry / AMC Expiry | Both trigger a 30-day-out alert; AMC is the Annual Maintenance Contract covering ongoing servicing. |
Service Type | Routine Service, Repair, Breakdown, Inspection, Part Replaced, or Calibration — each service record also carries a cost, which rolls up into the item's lifetime service cost. |
Status | Includes ACTIVE and BREAKDOWN; a BREAKDOWN status shows the active-breakdown badge until resolved. |
Tips & Best Practices
- Keep Warranty Expiry and AMC Expiry accurate from day one — the 30-day alerts are only as useful as the dates behind them.
- Log even routine, uneventful services — a full history is what lets you spot a piece of equipment that is costing more in repairs than it would to replace.
- Review the equipment list for overdue and expiring alerts on a fixed schedule (e.g. weekly) rather than only when something actually breaks.