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Installations | General

In the installations module you keep track of the appliances that you place or have placed at a customer: boilers, heat pumps, air conditioners, solar panel inverters ... Every installation has its own serial number, brand, address and status. That way you always know what is installed at which customer, on which project it was placed and when the next maintenance is due. The installations module is included in all licences: Starter, Go and Pro. Scheduling maintenance automatically via the maintenance services module is included in the Go and Pro licences.

An installation sits at your customer's premises and you follow it up there, for example with an annual maintenance. You manage your own machines, tools and vehicles in the equipment module.

Navigate quickly to:

the overview of your installations
creating a new installation
the installation file and its fields
the maintenance schedule of an installation
the various tabs
the action buttons

You can find answers to frequently asked questions in the installations FAQ.

Overview screen

You can adjust the overview of your installations via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them. Via the overview screen you can make bulk changes to several installations at once.

With the search bar you search on, among other things, the name, serial number, brand, status, customer, end customer, project, item, supplier, stock location, subscription and address.

Views

Besides the table view, the installations overview has two more views:

Kanban: your installations as cards, in a column per status.
Map: your installations on a map, based on the address of the installation.

Creating a new installation

You always create a new installation from a template. A template is an example installation in which certain fields are already filled in, such as the brand, the item or the maintenance schedule. You create templates in the settings. You start a new installation in several ways:

from the overview of your installations, via the Add (+) action button. If you have several templates, you choose one.
from a project, via the plus sign next to 'Installations' in the Overview block. Robaws fills in the project, the customer, the end customer and the site address.
from a customer, via the plus sign next to 'Installations' in the Overview block. Robaws fills in the customer and the customer address.
from a subscription, via the plus sign next to 'Installations' in the Overview block. Robaws fills in the subscription and the customer.
from an item of the Installation type, via the plus sign next to 'Installations' in the Overview block. The item is linked straight away, together with its maintenance schedules.
from the overview via the Duplicate action button, based on an existing installation. The serial number, the certificates, the files and the remarks are not copied.

Don't see the Add action button in the overview? Then no template exists yet. First create one in the settings.

In addition, an installation is also created automatically. If you book a stock change with an item of the Installation type and a serial number, Robaws creates the installation if it does not exist yet. Do you have a list of installations? Then you can import it.

The installation file

The installation file consists of the Installation info, Use details, Maintenance schedule, Address and Overview blocks. Below them you find the tabs.

Installation info

Here you record the fixed characteristics of the installation.

Field	Explanation
Name	The name of the installation.
Serialnumber	The serial number of the installation. It is unique: two installations cannot have the same serial number. You change it via the pencil next to the field. The serial number is also in the barcode or QR code of the installation.
Brand	The brand of the installation.
Stock location	Where the installation is located as long as it has not been placed, for example in your warehouse. You manage your stock locations via the Stock locations action button in the overview of your items.
Item	The item of the Installation type that belongs to this installation. You can only choose items of that type. If the item has a maintenance schedule, the installation takes it over. If you receive a purchase invoice later on, you choose the item on the line and, via the serial number, the right installation.
Supplier	The supplier from whom you purchased the installation.
Status	The status of the installation, for smooth follow-up in the overview. You create your statuses in the settings.
Company	(visible if you have several companies) The company the installation belongs to.
Subscription	The subscription this installation falls under, for example a maintenance contract. If that subscription is no longer active, Robaws no longer creates new maintenance services for this installation.
Planning group	(visible with permissions on the dayplanning) Group your installations in the dayplanning.

If you work with extra fields, those appear at the bottom of this block.

Use details

Here you note for whom and where the installation was placed.

Field	Explanation
Employee	The employee who belongs to the installation, for example the technician who placed it.
Subcontractor	The subcontractor who belongs to the installation.
At project	The project on which the installation was placed.
Customer	The customer at whose premises the installation is located.
Endcustomer	The end customer at whose premises the installation is located, if you work for a customer who in turn works for someone else.

If you choose a project, Robaws fills in the customer, the end customer and the site address of that project. Conversely, a filled-in customer and end customer limit your choice to the projects of those two.

The customer, the end customer, the project and the address are passed on automatically to everything you create from the installation: a work order, an order, a subscription and the orders for the maintenance. If you book a stock change for the installation, Robaws adjusts these fields automatically.

Maintenance schedule

Does the installation have to be maintained regularly? Then you record here which maintenance is needed and when the next execution is. Every line consists of a Type of maintenance (a maintenance service template, for example 'Annual heat pump maintenance') and the date of the Next execution.

Via Add line you choose an existing maintenance service template, or you choose Custom... to draw up a schedule of your own for this installation.
If the linked item has a maintenance schedule, it is added to the installation automatically, with the first recurrence after today as the next execution. You cannot delete that line on the installation.
Via the Show history icon on a line you see all maintenance services of that line.

If you add a line yourself, also fill in the Next execution. As long as that date is empty, Robaws does not create any maintenance services for that line.

Based on this schedule, Robaws creates the maintenance services and the related orders itself, a number of days before the next execution. How to set this up and follow it up is explained in Service and maintenance: step by step from maintenance schedule to work order.

Address

The address where the installation is actually located, with the Location field for a further description, for example 'boiler room basement' or 'roof of the extension'. Based on this address Robaws shows the installation on the map. The address is passed on to the work orders and orders that you create from the installation.

Overview

Here you see at a glance everything that is linked to the installation: Dayplanning, Orders, Subscriptions, Work orders, Invoices, Supply orders, Incoming invoices, Stockchanges and Maintenance services, with a chart alongside. Click on a module to view the linked documents. Via the plus sign you make a planning item, an order, a subscription or a work order for this installation straight away.

Tabs

History

The history shows the stock changes of this installation: when it went from which location to which location, for which project and by which employee.

Documents

Here you add files that belong to this installation, for example the manual, the inspection certificate or photos of the installation work.

Remarks

You use remarks to communicate internally about this installation and as a reminder. They do not appear on a document for your customer.

Tasks

As in all modules, you can also create a task from an installation.

Planning

All jobs from the dayplanning on which this installation appears, for example for the placement, a maintenance or a repair. From here you also schedule a new job straight away.

Certificates

You keep inspections, attestations and other certificates of the installation here digitally. Click Add, fill in the Name, the Date and the Due date, and add the file.

Robaws does not send a notification when a certificate expires. Follow up your due dates via the Excel action button in the overview: that export contains a tab per certificate, with the due date per installation.

Action buttons

In the overview screen

For most action buttons in the overview, you first tick the installations on the left on which you want to perform the action.

Action button	Explanation
Add	Create a new installation based on a template, see Creating a new installation.
Duplicate	Make a new installation based on the selected installation. To do so, select exactly one installation.
Create maintenances	(spanner) Let Robaws immediately create the maintenance services and orders that are needed according to the maintenance schedules, for all your installations. Otherwise this happens automatically every night. More explanation in Service and maintenance: step by step from maintenance schedule to work order.
Excel	Export the installations from the overview to Excel, with an extra tab for the maintenance schedules and a tab per certificate.
Delete, Archive, Lock	See the explanation in the table below.

On the installation file

At the top of the installation file there is a row of action buttons. The name of an action button appears as soon as you hover over it with your mouse.

Action button	Explanation
E-mail	Send an e-mail from the installation with an email template.
Default documents	Draw up a default document from the installation, for example a delivery certificate.
Barcode	Make a PDF with the name of the installation and the QR code or barcode of the serial number, to stick on the appliance. Whether it becomes a QR code or a barcode is something you choose in the general settings.
Delete	The installation disappears from the overviews and Robaws no longer schedules maintenance for it. Use this for an installation that was created by mistake. More explanation in Archiving and deleting.
Archive	The installation disappears from the overviews, but stays linked to the work orders, orders, ... Use this for an installation that is no longer at the customer's premises. Robaws does keep scheduling maintenance according to the maintenance schedule: so first delete the lines of the maintenance schedule, or empty their Next execution. More explanation in Archiving and deleting.
Lock	The installation can no longer be changed. More explanation in Locking documents.
Audit log	(visible for administrators) The history of retrieving and saving the installation.

Don't see Delete, Archive or Lock? Then your user role does not have the right to edit or delete installations. Archived and deleted installations can be found again via the advanced filters in the overview.

Updated on: 20/10/2026

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