Getting started with Maintenance Manager

Set up Maintenance Manager: add equipment, set service intervals by hours, kilometres or days, run inspections on a phone and close work orders.

What you need

  • Your equipment list: unit number, name, make, model and the current hour meter or odometer (a spreadsheet is ideal)
  • The service intervals from each manual, such as oil every 250 hours or an annual inspection
  • The email addresses of anyone who will inspect machines or manage repairs

1. Sign in and check your settings

Sign in at maintenance.nvisin.app with the email you signed up with. Open Settings (the gear) to upload your logo, set the work order prefix and next number, choose when "due soon" starts (days, hours and kilometres before a service is due) and list your equipment categories. Invite your team under Users: staff can inspect and run work orders, view-only users can only look.

2. Add your equipment

On Equipment, click Paste a list and paste rows from your spreadsheet, one machine per line: unit number, name, category, make, model, year, serial, meter. Or click Add a machine for one at a time. Each machine has a meter in hours, kilometres, miles or none.

3. Set service intervals

Open a machine and click Add a service: the task, every so many hours (or km) and/or every so many days, and when it was last done. Whichever comes first sets the due date. Today then lists what is overdue and due soon.

4. Run inspections

Four starter checklists are ready under Checklists (heavy equipment pre-use, aerial lift, truck and trailer pre-trip, return from rental); change them to match how you work. On a phone, tap Start an inspection, pick the machine and checklist, mark each item pass, fail or N/A and record the meter. If something fails, open a work order from it and, if needed, mark the machine down until it's fixed.

5. Close work orders

Under Work orders, move each one from open to in progress, waiting on parts and done. When it's done, record the work, hours, parts and cost. A work order for a service marks that service done, and Mark done on a service records it as a finished work order.

Common questions

Can a meter reading go down?

No. Readings only go up, so a typo can't reset a service. An owner can correct a wrong reading on the machine's page.

Can I print an inspection?

Yes. Every inspection has a printable record: use Print or save as PDF.