Registered machines and maintenance

Owners register their machine by serial number, see what maintenance is due on it with the parts one click away, and get reminder emails. You get a list of who owns what, and can email a bulletin to exactly the owners it affects.

Write the maintenance schedules#

1. In the console, open Maintenance and choose Add item.
2. Say what to do (“Change the gear oil”) and how often: every so many hours, months, or both, whichever comes first.
3. If the first service comes sooner (a break-in oil change at 20 hours, say), fill in First service.
4. List the parts or kit to order for it, one per line, and any notes for the owner (torque, fluid grade).
5. Tick the models (catalogs) it’s for, and Save schedules.

Every catalog for those models lists its schedule above the parts list, with Add parts to request next to each item.

How owners register#

Under the serial number in the catalog, owners choose Register my machine and give their name, email, and optionally the date they bought it, its hours and a name for it (“Boat trailer”). There’s no password: we email a link that confirms the address and opens their machines on any phone or computer. The catalog remembers them, so next time it opens on their machine’s serial number with the right parts.

Someone who registers a machine to an email that already has machines gets nothing until that person opens the link we email them, so nobody can see or change another owner’s machines by typing their address.

What’s due#

For a registered machine, each item shows when it’s next due and is marked Due soon (within 30 days, or 10% of the hours interval) or Due now. The owner enters their hours when they like, and chooses Mark done after a service; the next one is counted from then.

Months are counted from the last service, or from the purchase date (the registration date if they didn’t give one). Hours are counted only from what the owner enters: usage is never estimated, so an hours-based item says “Enter your machine’s hours to see when” until they do.

Reminder emails#

Once a day, owners who confirmed their email get one email listing anything coming due by date in the next two weeks. Its link opens the catalog with the parts for what’s due already in their request: one click from the email to ordering, then Mark done. Each due date is emailed once. Every email has a link to stop them, and owners can turn them off under their machine.

Order again#

Owners who confirmed their email see Your past requests under their machine: each parts request they sent from that catalog, with Order again to put the same parts back in the request. It’s matched by their confirmed email, so nobody sees another person’s requests.

Owners#

Owners in the console lists everyone who registered, their machines, serial numbers, purchase dates and latest hours, with Export CSV for your CRM. Delete removes an owner and their machines for good, for when someone asks you to. Owners can also delete themselves.