In the machinery sector, a work order's lifecycle starts with installation, continues with faults, and is sustained through periodic maintenance. When these three processes are managed in separate Excel files, phone notes or calendar apps, the inevitable happens: maintenance dates slip, faults go unnoticed, customers complain.
In this post, we explain how a machinery company can manage three core workflows — installation, fault response and planned maintenance — on a single digital platform.
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Installation Work Order: Everything Ready Before You Go to Site
Machine installation is a one-time but critical process. The technician going to site must carry the correct technical documentation, the customer's address and the installation checklist — and collect the customer's digital signature when the job is done.
In FieldCo, when creating an installation work order you define:
- Which machine goes to which customer
- Which technician or team will attend
- The site checklist (electrical connections, commissioning, test measurements, etc.)
- Materials and parts used
When installation is complete, the customer signs via the mobile app. No paperwork is lost; the entire process is recorded.
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Fault Work Order: When the Customer Calls, the System Responds Automatically
Machine faults usually arrive unexpectedly. When a customer calls or fills in a form, the system automatically creates a work order, suggests the most suitable technician and sends a notification.
The technician fills in the fault form on site:
- Fault cause and action taken
- Spare parts used (deducted from stock)
- Photos
- Time on job
The fault history accumulates on the machine card; when the same fault recurs, patterns become visible.
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Periodic Maintenance Planning: Set a 2-Year Schedule Once, Let the System Remember
This is the area where machinery companies lose the most time. Missing a 6-month service window damages the customer relationship and can affect warranty terms.
In FieldCo, a periodic maintenance plan for a machine is set up as follows:
1. Define the maintenance interval: 6 months, annual or a custom interval
2. Set the planning horizon: For example, automatically generate maintenance orders for the next 2 years
3. Add to the calendar view: All customers' maintenance dates appear in a single calendar
4. Configure reminder emails: You receive an automatic email 7-14 days before the maintenance date so you can arrange the appointment with the customer in advance
5. Planned maintenance order is created: On the scheduled date the system automatically generates a work order and waits for assignment
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Calendar: Your Entire Field Operation on One Screen
The calendar view lets you see at a glance which customers have maintenance due in the coming week, month or 6 months, where each technician is assigned and where workload is concentrated — all on one screen.
Need to reschedule? Update the plan directly in the calendar and save.
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Conclusion
For machinery companies — installation, fault response and maintenance are three different work order types on one platform. No maintenance date slips through, no fault record is lost.
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Frequently Asked Questions
How do I create a periodic maintenance plan?
In FieldCo you open the machine card, define the maintenance interval (6 months, annual, etc.) and the planning horizon. The system automatically creates work orders on the scheduled dates.
Can I change a maintenance date?
Yes. You can reschedule planned maintenance orders directly from the calendar view.
How do maintenance reminders work?
Reminder emails go to you, not to the customer. You receive an automatic notification 7-14 days before the maintenance date so you can arrange the appointment with the customer in advance.
Are installation and fault work orders in the same system?
Yes. Installation, fault and periodic maintenance orders are all managed on the same platform; the full history for each machine is visible in one place.
Field service management software guide: work orders, calendar, maintenance planning →
