Take an asset out of service

A machine is going in for a service next week, or it can still work but mustn't lift over 2 t. Set its status, so the scheduling board stops anyone booking it while it's off, or warns whoever books it about what it can't do. Asset status is part of Asset Maintenance. Without it, assets have no Status column and no Change status button.

What each status means

Only the hours inside the status are blocked. If an asset goes Out of Service at 2 PM, a shift that ends at noon that day can still be booked.

An attachment that's attached to one machine can't be booked while that machine is Out of Service or Down, and shows that status too. It takes the status only from the machine it's attached to, not from a machine further up. An attachment attached to more than one machine keeps its own status. An attachment's own status never changes the machine it's attached to.

Set Out of Service or Restricted

Owners, Admins and Managers can change an asset's status. It takes both View maintenance and Manage work orders, so a Field member can't. See the permissions reference.

1. In the sidebar, select Resources, then Assets, and open the asset.
2. Select Change status.
3. Under What do you want to do?, choose Set Out of Service or Set Restricted.
4. Choose a Reason, such as Service or Breakdown.
5. For Set Restricted, describe what the machine mustn't do under Restriction, for example no lifting over 2 t. This is the text people see when they book it.
6. Under Starts, choose Now, or choose Later and pick the Start date and time.
7. If you know when it ends, pick the End date and time (optional). Leave it empty if you don't.
8. Add a Note (optional) if it helps, then select Set Out of Service or Set Restricted.

While the status is in force, it shows beside the asset's class at the top of its page, with when it started, such as Since 28 Oct 2026, 07:00, and when it ends if you gave an end. A planned status shows there within a few minutes of its start. The scheduling board marks its days from the moment you save, planned ones included.

You enter the start and end in your account's time zone, not the time zone of your device. If they are different, the dialog shows the account's time zone.

You can't set two Out of Service statuses, or two Restricted statuses, for the same time on one asset. While it is Out of Service, Set Out of Service isn't offered, and the same applies to Restricted. To change it, restore the asset to Available and set the status again. If the times you pick overlap a planned status of the same type, nothing is saved: the dialog stays open with what you entered and tells you the asset already has a period with this status at that time. Change the dates, or end the other period first. You can set Restricted while the asset is Out of Service, or Out of Service while it is Restricted.

When the machine is already booked

Setting Out of Service doesn't move or remove any shift. If the machine is booked while it's out of service, the message reads, for example, "Status updated. 2 bookings clash with it, and the people responsible have been told." Those shifts are marked on the board until you move them to another machine or day.

The people told get an in-app notification, such as "Excavator 12 is Out of Service from 03 Nov 2026 7:00 AM. 2 of your bookings clash with it. Check the schedule." The time is in your organisation's time zone and on its 12-hour or 24-hour clock (Settings → Scheduling), so everyone told reads the same time. Selecting it opens the board on the first day, by asset. They are:

• the order's owners
• the supervisors booked on that order that day
• everyone with both View maintenance and Manage work orders

A Field member is told only when they own the order or are booked as its supervisor that day, and only about those bookings. The third group is Owners, Admins and Managers only. Customers, suppliers and visitors are never told. Each person hears only about bookings they can see. For a booking that came through the supplier marketplace, the buyer is told as well, and their notification opens their purchase order.

Setting Restricted sends no notifications.

Put it back to Available

1. Open the asset and select Change status.
2. Choose Restore to Available, add a note if you want one, and select Restore.

Restoring ends the Out of Service and Restricted statuses set with Change status, and cancels any that are planned. It also ends the Restricted status a work order leaves when it is completed Back as Restricted. Restore to Available is only offered while one of those is in force or planned. A Down status isn't changed, so the message tells you where the asset stands:

• "Back to Available": nothing else is in force, and the asset can be booked.
• "Manual status cleared. The asset is still Down.": the statuses you set are gone, but an open breakdown request or work order still holds the asset Down. See Downgrade a Down machine to Restricted.
• "Manual status cleared": the statuses you set are gone, but the new status couldn't be checked. Look at the asset's page to see it.

A status with an end date ends on its own. The asset list and the asset's page catch up within a few minutes of the end.

Downgrade a Down machine to Restricted

A machine reported as not safe to operate turns out to be fine for some work, for example on flat ground only. Downgrade it, so it can be booked again with a warning while the repair is still open.

1. Open the asset and select Change status.
2. Choose Downgrade Down to Restricted.
3. Under Restriction, write what the machine mustn't do. Anyone who books it reads this.
4. Under Note, say why you are changing it, then select Downgrade.

The Down status ends now and the machine is Restricted from now. The restriction still belongs to the breakdown request or work order, so it ends when that request is rejected or that work order is complete, cancelled or rejected. Downgrade Down to Restricted is offered only while the machine is Down.

See each asset's status

On Resources → Assets, the Status column shows each asset's status now. A Restricted asset shows its restriction under the badge. The asset's own page shows it next to the status at the top.

To list assets by status, select the filter button beside the search, choose a Status and select Apply. All statuses shows every asset again.

The list shows only the status right now. To see planned statuses, use the Assets view of the scheduling board, which marks each machine's days. When a work order or a request holds the machine Down or Restricted, the board names it on those days, such as "Down · WO-00012 Hydraulic hose". Select the words to open it. A status you set with Change status shows only the status. See See the board by worker or asset.

When the status doesn't save

• "Check the dates. The end must be after the start and in the future." Pick an end that's later than both the start and now.
• "The end must be after the start." The End date and time (optional) is before the start. Change it, or leave it empty.
• "Choose when it starts." You chose Later without a Start date and time.
• "Choose a reason.", "Describe the restriction." or "Add a note explaining the change." Fill in the field the message sits under.
• "This asset is no longer Down, so it can't be downgraded. Refresh the page." While you had the dialog open, someone else downgraded it, or the request or work order behind it ended.
• "You don't have permission to change this asset's status." You need both View maintenance and Manage work orders. Ask an admin to adjust your access.