Report a breakdown
Tell the maintenance team about a fault on a machine, and say whether it is safe to use, so the scheduling board stops or warns anyone who books it.
An operator rings in: the excavator is leaking hydraulic oil. Report the breakdown, so the maintenance team has it in their queue and the machine's status on the scheduling board matches what it can safely do.
You need Report maintenance requests. Owners, Admins, Managers and Field members have it.
Report it
- Start from one of these places:
- Field members: in the sidebar, select Report breakdown.
- My Shifts: on a shift where you run a machine, select Report breakdown. That machine is already filled in. If your shift with that machine is today, the line "From your shift · Harbour Road Upgrade" shows under Asset. On the shift of a work order it names the work order, for example "From your shift · WO-00005 · Replace burst boom hose". On other shifts it names the project of the shift, or the order when the shift has no project. If you choose a different asset, the line goes away.
- Office: in the sidebar, select Maintenance, then Report breakdown. Or open the asset from Resources → Assets and select Report breakdown at the top of its page; the asset is already filled in.
- Choose the Asset if it isn't filled in.
- Under What is wrong?, describe the fault. Include warning lights, noises and leaks.
- Answer Is it safe to operate? See What your answer does.
- For Limited use, write what operators must not do under Restriction, for example Do not use the boom. Operators see this text while the machine is Restricted.
- Choose a Priority: Low, Normal, High or Urgent.
- Change When did you see it? if the fault was seen earlier than now. Enter the time in your organization's time zone.
- Select Report breakdown.
To leave without reporting, select Cancel. It takes you back to the page you came from, for example My Shifts or the work order.
The request gets a number. From a Field member's Report breakdown page or a shift, you see "Breakdown reported as WR-00010. It is now in the maintenance team's request queue." Select Report another to report a second fault. From Maintenance or an asset, you see "Breakdown reported as WR-00010."
The request waits on Maintenance → Requests for someone to turn it into a work order or reject it. Field members can't open Requests or Work orders.
If the link from a shift names a machine that has since been deleted, the page says "That asset can't be found. Choose the asset below." Choose the machine yourself.
If the machine was booked on a job when you saw the fault, the request shows that job's project under Project. If the project is empty or wrong, the maintenance team can set the project while the request is open.
What your answer does
| Answer | What happens to the machine |
|---|---|
| Safe to operate | It keeps the status it has now, for example Available. The hint under the answer names that status. |
| Limited use | It becomes Restricted now, with your restriction. Its bookings stay, and whoever books it reads the restriction first. Nobody is told. |
| Not safe to operate | It goes Down now, and nobody can book it. Bookings it already has from now on stay on the board, marked, for you to move. |
The status shows on the asset's page and on the scheduling board straight away. It stays until the request is rejected, or until the work order that takes it over is complete, cancelled or rejected. Change status can't end it. If a Down machine turns out to be usable with limits, you can downgrade it to Restricted.
When the machine is already booked
When Not safe to operate lands on bookings, the message adds, for example, "2 bookings clash with the asset. We told the people involved."
The people told get an in-app notification, such as "Excavator 12 is Down from 03 Nov 2026 7:00 AM. 2 of your bookings clash with it. Check the schedule." They are the same people as for a machine set Out of Service: see When the machine is already booked.
When the report doesn't save
Each message sits under the field it is about:
- "Choose an asset." Pick the Asset.
- "Describe the fault." Fill in What is wrong?
- "Say if the asset is safe to operate." Choose an answer.
- "Say what operators must not do." You chose Limited use. Fill in Restriction.
- "This time is in the future. Choose the time you saw the fault." Change When did you see it? to now or earlier.