Get started with asset maintenance

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As an admin, you're responsible for setting up and managing maintenance programs and plans that define how and when assets should be serviced. This provides the foundation for the rest of the team to act on upcoming or overdue maintenance.

Start by creating maintenance programs to group asset maintenance plans under a shared purpose, such as "Quarterly vehicle servicing" or "Critical equipment checks." Each program can include multiple plans across different assets.

Once you've created a program, add time-based or usage-based plans depending on your assets and their use. These plans determine when maintenance is due and alert your team as service thresholds approach. You can edit plans anytime to adjust their frequency and update notifications.

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Now that you've added plans, assign one or more assets to each program based on their maintenance requirements. This ensures that each asset follows the correct servicing schedule and that you maintain only what’s active and relevant across your locations.

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After assigning assets, record their most recent odometer, runtime, or service date to activate each plan. This step allows SafetyCulture to calculate when the next service is due and keep plan statuses up to date.

You can revisit your programs anytime to keep your maintenance structure aligned with operational changes. Whether phasing out old equipment, onboarding new assets, or refining how your team works, regularly reviewing your setup helps prevent gaps or outdated schedules. Minor adjustments can go a long way in keeping your asset strategy current and effective.

Once the maintenance framework is in place, you play a key role in keeping maintenance on track. By recording service data, reviewing upcoming plans, and taking action when needed, your team ensures maintenance stays visible, timely, and aligned with real-world conditions.

Use the maintenance table to check the status of the plans you're responsible for. It gives you a clear overview of what’s on schedule, what’s approaching service, and where data is missing, which helps you spot potential gaps early on.

If a plan is missing its last service data, add the most recent odometer, runtime, or service date to activate tracking. This allows the system to calculate the next due threshold and update the plan’s status. When this data is accurate, you can ensure that servicing intervals stay aligned with real usage.

Use actions to manage maintenance tasks and keep work visible to your team. Create an action when a plan is due soon, overdue, or missing service details, or get ahead by scheduling tasks before maintenance is due. Actions are flexible and can also be used for reactive checks or follow-ups when something unexpected occurs.

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Each plan includes a description, service history, and list of open or completed actions. Use this information to understand what has already been done and what’s next.