Asset Maintenance Cases
A Maintenance Case is a single maintenance record tied to one of your Assets. Use Maintenance Cases to track work that needs to happen on a piece of equipment or fleet vehicle, from a routine oil change to an unplanned repair, and to keep a running history of what maintenance has been done, when, by whom, and at what cost.
A Maintenance Case can be created three ways: by turning on the Maintenance Required toggle when logging an entry against an asset, automatically through a Reminder, or by adding an entry directly to an asset's Maintenance Log. However it's created, every case lands in the same three places: the asset's own Maintenance Log, and two company-wide views, so you can manage maintenance across your whole fleet without opening every asset one by one.
Tip: Full Access and Site Access users can both create and edit Maintenance Cases and Reminders. There's no permission difference between the two roles for this feature.
Where to find Maintenance Cases
- Assets > Maintenance tab. A table of every asset currently in need of maintenance across your company. Each row shows the asset, who the task is assigned to, and its completion status. This is the fastest way to see everything open at once.
- Assets > Upcoming tab. A chronological list of scheduled maintenance activity for all assets, with anything overdue shown at the top (in negative hours or days), followed by what's coming up next.
Individual Asset Profile > Maintenance Log. Open any asset to see its own maintenance history and add new entries directly against that asset.
How a Maintenance Case Gets Created
From an asset log entry
Log entries can be added from the asset's profile on both the Salus web app and the Salus mobile app. An entry can also be prompted automatically after a user submits an asset-required form.
- Open the asset's profile.
- Click Add Log Entry.
- Fill in the log details. No fields in this dialog are required.
- Turn on Maintenance Required if this entry needs to become a tracked maintenance task.
- Confirm or edit the Maintenance Title field that appears.
- Click Create.
Maintenance Required
A toggle that turns this log entry into a Maintenance Case when switched on.
Use it when: you're logging an asset issue that needs to be tracked and resolved, not just recorded.
Maintenance Title
The title the resulting Maintenance Case will use. It's prefilled from the log entry's Notes field, but can be edited before you click Create.
Use it when: the text carried over from Notes isn't a clear, short title for the Maintenance tab and Upcoming tab.
From a Reminder
Reminders can also create a Maintenance Case automatically when they trigger. What you see in the New Reminder dialog depends on where you open it from.
- Open Assets > Reminders, or open an individual asset's profile.
- Click + New Reminder.
- Select a Reminder Type.
- If your Reminder Type supports it, check Create Maintenance Case to have Salus add a case automatically when the reminder triggers.
- Optionally, check the separate email notification checkbox and enter one or more addresses to be notified when the reminder triggers.
- Save the reminder.
Note: Once a Reminder is set up, it can't be edited. If you need to change it, delete it and create a new one.
Reminder Type
The trigger for the reminder. The options shown depend on where you open the New Reminder dialog:
- From an individual asset's profile: Hours, Distance, Date, Days
- From the main Assets page: Hours, Distance, Date, Days, Log Maintenance
Use it when: choosing what should trigger the reminder, a usage threshold, elapsed time, or an existing maintenance flag on the asset.
Create Maintenance Case
When checked, a Maintenance Case is automatically added to the asset's Maintenance Log at the moment the reminder triggers. The case Title is pulled from the Notes you entered on the Reminder.
Use it when: you want scheduled maintenance tracked as a case automatically, without a manual step.
Email notification
Sends an email to one or more addresses when the reminder triggers. This is separate from Create Maintenance Case, so you can choose one, both, or neither.
Use it when: you want a heads-up outside Salus, for example to a maintenance contractor's inbox.
Tip: The Log Maintenance reminder type doesn't have its own Create Maintenance Case checkbox. It triggers based on the Maintenance Required toggle already being switched on for the asset, so the case already exists. This reminder type is for the email notification only.
Directly in the Maintenance Log
- Open the asset's profile.
- Open the Maintenance Log tab.
- Add a new entry directly to the log.
Assumption: the exact button label for adding an entry directly within the Maintenance Log tab wasn't confirmed during this review. Verify before publishing.
Editing a Maintenance Case
Click into any Maintenance Case, from the Maintenance tab, Upcoming tab, or the asset's own Maintenance Log, to open the Edit Maintenance Case dialog.
- Click into the Maintenance Case you want to update.
- Update any of the fields in the Edit Maintenance Case dialog.
- Click Update.
Status
Pending, In Progress, or Completed.
Use it when: tracking where the maintenance work currently stands.
Title
The name of the case as it appears in the Maintenance tab, Upcoming tab, and Maintenance Log.
Use it when: the auto-generated title needs to be clearer or more specific.
Notes
Free text field for comments and updates on the work.
Use it when: recording ongoing details as the work progresses.
Cost
Records what the work cost.
Use it when: tracking spend for reporting or budgeting.
Worker
Assigns or reassigns who's responsible for the case.
Use it when: delegating the maintenance task to a specific person.
Attach Document
Attaches a file, like an invoice or inspection report, to this specific case.
Use it when: you want documentation tied directly to this maintenance record. Documents attached here are stored against that asset only, separate from your company's main Documents library.
Ask Rosie About Your Asset Maintenance
Rosie, your Salus AI assistant, can help you make sense of your asset and maintenance data. Ask Rosie things like:
- Which assets are being used but aren't getting adequately inspected?
- Which assets are being used too much or too little?
This can help you spot gaps in your maintenance schedule before they turn into equipment downtime or a safety issue.
Maintenance Cases on Mobile
Maintenance Cases can be created and edited on both the Salus web app and the Salus mobile app. Log entries, including turning on Maintenance Required, work the same way on both.
Note: In the mobile Maintenance Log list view, cases are identified by log number rather than title text. Open the case to see the full title and details.
What Happens Next
Turning on Maintenance Required in a log entry creates a Maintenance Case immediately. It appears right away in the asset's Maintenance Log, and in the Maintenance tab.
When a Reminder triggers with Create Maintenance Case checked, a case is added to the Maintenance Log automatically, using the Reminder's Notes as the Title. If an email notification was also set up, it's sent at the same time.
Updating a case's Status to Completed marks the work as done. The case remains visible in the asset's Maintenance Log as part of its maintenance history.
Frequently Asked Questions
Can I create a Maintenance Case without setting up a Reminder first?
Yes. You can add an entry directly to an asset's Maintenance Log from its profile at any time, or turn on Maintenance Required from any log entry.
What's the difference between the Log Book and the Maintenance Log?
The Log Book is for general log entries against an asset. The Maintenance Log is specifically for maintenance requirements and Maintenance Cases. Both are found within the same asset profile.
Can I attach a document to a Maintenance Case?
Yes, use the Attach Document option in the Edit Maintenance Case dialog. Documents attached this way are stored against that asset only and are separate from your company's main Documents library.
I set up a Reminder to auto-create a Maintenance Case. Why isn't the title what I expected?
When a Reminder triggers and creates a Maintenance Case automatically, the case Title is pulled from the Notes field you entered on the Reminder, not a separate title. If you want a clearer title, open the Edit Maintenance Case dialog after it's created and update the Title field directly.
Who can create or edit Maintenance Cases?
Both Full Access and Site Access users can create and edit Maintenance Cases and Reminders. There's no permission restriction between the two roles for this feature.