1. Home
  2. Docs
  3. Tips
  4. How to manage breakdown or emergency maintenance

How to manage breakdown or emergency maintenance


We have a lot of equipment that breaks down frequently. Our maintenance techs are running from one job to the next trying to keep up. Some jobs are getting delayed or missed because of the volume of work. How can I get things under control?


How to use FastMaint to better manage this

This is assuming that you have just started using FastMaint so the following items are to be done in order as below.

1. Get your most critical equipment loaded into the system

If you have a lot of similar equipment (say 20 similar pumps or HVAC systems) you can create the first one and then use the Clone function to copy and create the others. If you have the equipment in a spreadsheet you can export it to a comma delimited file and import them into FastMaint. If you do an import, make sure to create Categories, Locations and other entries first in FastMaint to avoid import errors.  However, even if you get errors you can fix the import file and run the import again to import items or update existing entries. (See Import: Standard/ Professional edition, Web/ Cloud edition)

2. Start creating work orders as needed

Create work orders for requests/ breakdowns (using new work order or the Requests/ Breakdown option). You can start off using the unplanned task named “Any Other Maintenance” as the template to create work orders and associate the equipment as needed. You can also create new unplanned frequency tasks for some equipment if you have special corrective maintenance tasks for them.

3. Send out/ print pending work orders. Receive updates & close work orders

You can use the Planning report or FastMaint’s automatic email feature to send out work orders and reminders. See “Email/ text work orders and process updates” for more information. In Professional/ Web/ Cloud editions you can also email reminders if work orders are pending for more than some number of days (in Settings or System Configuration, Main tab).

4. Get reports & track your progress

The Statistics report on the main screen or home page will provide you a good overview of how you are doing over the past three periods. You can see how many work orders are pending, what is the work backlog and so on. If you want reports by equipment look at the Equipment History report (select Reports, Equipment, History). In the report select the type of report template you want to get the report in different formats. Or create new report templates to suit your needs.

Related Issues

Was this article helpful to you? Yes 1 No 2

How can we help?