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Maintenance services | General

In the maintenance services module you find all maintenance that Robaws has scheduled for your installations. Every maintenance service is one maintenance of one installation, for example the annual maintenance of a heat pump. Robaws creates the maintenance services itself, based on the maintenance schedule of the installation, and puts them on an order. After the maintenance you fill in the maintenance service and put it on a work order to invoice it. The maintenance services module is included in the Go and Pro licences. Don't see it in your menu? Then it still has to be ticked in the user permissions.

How to set up maintenance from start to finish, from maintenance schedule to work order, is explained in Service and maintenance: step by step from maintenance schedule to work order.

Navigate quickly to:

the overview of your maintenance services
how a maintenance service is created
filling in the maintenance service
the various tabs
putting the maintenance service on a work order
the maintenance on the PDF for your customer
the action buttons

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

Overview screen

You can adjust the overview of your maintenance services 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.

With the search bar you search on, among other things, the status, type of maintenance, installation, order number, work order number and who carried out the maintenance.

Views

Besides the table view, the overview of your maintenance services also has a kanban view: your maintenance services as cards, in a column per status.

Creating a maintenance service

You do not create a maintenance service yourself. Robaws creates them every night based on the maintenance schedule of your installations, a number of days before the next execution. In doing so, Robaws takes over the items, forms, documents and tasks of the maintenance service template, and puts the maintenance service on an order of the Maintenance type.

Don't want to wait until the next night? Then click the Create maintenances action button (spanner) in the overview.

Filling in the maintenance service

The maintenance service consists of the Maintenance service and Report blocks. Below them you find the tabs.

Maintenance service

Field	Explanation
Installation	The installation the maintenance is for. You cannot change this.
Type of maintenance	The maintenance service template from which this maintenance service was created. You cannot change this.
Order	(visible if an order is linked) The order on which the maintenance service is.
Work order	The work order on which the maintenance is charged.
Status	The status of the maintenance service. You create your statuses in the settings.
Final execution	The date by which the maintenance must be carried out at the latest.
Planned execution	(visible if an order is linked) The date on which the order is in the dayplanning. Robaws fills this in itself.
Executed on	The date on which the maintenance was carried out.
Executed by	Who carried out the maintenance.

If you put the maintenance service in a status with the Done or Not done category, you can no longer change the forms. So fill them in completely first.

Report

Here you describe what happened during the maintenance, for example the problems found or the parts replaced.

Tabs

Items

The items you use for the maintenance, with their quantity. Robaws takes them over from the maintenance service template. Adjust them to what was actually used: these items end up on the work order.

Documents

Here you add files, for example photos of the installation after the maintenance.

Tasks

As in all modules, you can also create a task from a maintenance service.

Forms

The forms of the maintenance service template, for example a checklist. You only see this tab if you work with forms.

Putting the maintenance service on a work order

A maintenance service is an internal document: your customer does not get to see it and it is not charged. If you want to invoice the maintenance, you put it on a work order. You can do that in two ways:

In Wappy. The technician fills in the maintenance service on the work order of the order and sends the work order. The maintenance service is then immediately on that work order. See Wappy | Filling in a maintenance service on site.
In Robaws, with the Add work order action button on the maintenance service or in the overview. If you tick several maintenance services in the overview, Robaws makes a separate work order for each maintenance service.

Robaws takes over the items of the maintenance service and the order on the work order. You register the hours for the maintenance on the work order yourself.

If the maintenance service already has a work order, for example because your technician filled it in in Wappy, Robaws does not create a second work order.

The maintenance on the PDF for your customer

A maintenance service does not have a PDF of its own. If you want to show your customer what was done, put the maintenance on the PDF of the work order or the order. How to set this up is explained in the settings.

Action buttons

In the overview screen

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

Action button	Explanation
Create maintenances	(spanner) Let Robaws immediately create the maintenance services and orders that are needed according to the maintenance schedules of all your installations. Otherwise this happens automatically every night.
Add work order	Make a work order for each selected maintenance service, see Putting the maintenance service on a work order. You only see this action button if your user role is allowed to edit work orders.
Excel	Export the maintenance services from the overview to Excel.
Delete, Archive, Lock	See the explanation in the table below.

On the maintenance service

At the top of the maintenance service 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
Add work order	Make a work order for this maintenance service, see Putting the maintenance service on a work order.
Delete	The maintenance service disappears from the overviews. More explanation in Archiving and deleting.
Archive	The maintenance service disappears from the overviews, but stays linked to the order and the work order. More explanation in Archiving and deleting.
Lock	The maintenance service can no longer be changed. More explanation in Locking documents.
Audit log	(visible for administrators) The history of retrieving and saving the maintenance service.

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

Updated on: 20/10/2026

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