Overview
Two complementary mechanisms ensure that no maintenance event goes unaddressed: an immediate notification each time an incident or work order is created, and a weekly report summarizing activity over the past week and the following one. Together, they give fleet managers continuous visibility into their fleet's condition — both in real time and over time.
Basics
Creation notifications work continuously: as soon as an incident or manual work order is opened, the right person is notified by email. The weekly report follows up with a consolidated summary sent each week to workspace administrators. Both channels are independent and configured separately from the workspace maintenance settings.
Notifications for incident and work order creation
Each manually created incident or work order triggers an email notification. The goal is straightforward: ensure that no report goes unnoticed, even during the busiest periods on site.
The recipient logic follows a clear rule: if a person is assigned to the incident or work order, they receive the notification. Otherwise, the maintenance manager configured at the workspace level is alerted. For work orders, this setting is defined per type, allowing alerts to be routed to the right contact depending on the nature of the work (regulatory inspection, preventive maintenance, etc.).
Work orders generated automatically by the maintenance plan do not trigger notifications — only manual creations are covered.
Weekly maintenance report
Each week, workspace administrators receive an email summarizing maintenance activity over the past period. The report covers three levels of information:
Incidents and work orders: number of items created and resolved during the week, to assess corrective activity volume.
Service status: breakdown of services that are overdue, upcoming, or imminent — with a list of the next services reaching their deadline.
Direct access: links provide direct access to the relevant equipment and services without navigating through the interface.
This report is particularly useful for preparing operational reviews or quickly identifying backlogs across a large fleet.
FAQ
Are notifications enabled by default?
Are notifications enabled by default?
No, they require prior configuration in the workspace settings. A maintenance manager must be designated and, for work orders, notifications must be set up by type.
What happens if no maintenance manager is configured and no person is assigned?
What happens if no maintenance manager is configured and no person is assigned?
In that case, no notification is sent. It is therefore recommended to define a default maintenance manager to cover all unassigned events.
How often is the weekly report sent, and can recipients be customized?
How often is the weekly report sent, and can recipients be customized?
The report is sent once a week on Monday and addressed to workspace administrators. It is not currently possible to add additional recipients.