This article explains how to record spare parts used during an intervention by creating an activity within a task. It also covers how to enter meter readings, add additional costs, assign technicians, and ensure full traceability of all actions performed.
Available for
- Roles: Administrator, Technician, Contractor (if assigned)
- Plans: Starter, Premium, On demand
What is an activity used for?
Creating an activity allows you to:
- Document actions performed on a task
- Track time spent on an intervention
- Record spare parts used
- Associate one or more participants with the action
- Ensure full traceability of the intervention
Steps to create an activity
- Access the relevant task Open the active task on which you want to create an activity.
- Click Add an activity or the section expansion button to the right of the Description field ******The activity form will appear.
Information to fill in
| Field | Description |
|---|---|
| Activity description | Clearly describe the action performed (e.g., replacement of pump A filter). |
| Date and time | Automatically filled in, can be modified if necessary. |
| Time spent | Time dedicated to the activity. Maximum: 23h59. |
| Meter | Value recorded during the intervention, if applicable. |
| Spare parts | Parts used during the activity. This generates an automatic stock movement. |
| Additional costs | Allows you to add a cost related to the intervention that is neither internal labor nor a stock part (e.g., external contractor, equipment rental, one-time purchase). |
| Add a participant | Allows you to associate another participant with the activity. ⚠️ Meters and spare parts must be entered by the participant themselves. |
Activity information details
Add a meter
If equipment has a meter (hours, cycles, kilometers, etc.), you can enter its value during the activity.
This allows you to:
- track the meter evolution
- improve maintenance monitoring
- support meter-based interventions
Add a spare part
Use this option to record parts consumed during the intervention.
When you add a part:
- the quantity used is recorded
- a stock movement is automatically generated
- the part is associated with the activity to ensure traceability
Example: replacing 2 bearings or adding 5 liters of oil.
Add an additional cost
Additional costs allow you to record expenses related to the intervention that are neither internal labor nor stock parts.
Examples:
- intervention by an external contractor
- equipment rental
- exceptional purchase of a non-stocked part
- travel expenses
| Field | Description |
|---|---|
| Amount | Value entered manually (must be > 0). |
| Description | Optional information to specify the cost. |
Add a participant
You can associate multiple participants with the same activity.
⚠️ Each participant must enter themselves:
- their spare parts
- their meter values
This ensures accurate traceability of the actions performed.
Best practices for creating an activity
To ensure proper tracking of interventions:
1. One activity = one completed action
For example:
- replacing a part
- adjusting equipment
If multiple actions are performed, it is recommended to create multiple activities.
2. Each participant records their own information
Each participant should enter themselves:
- the spare parts used
- the meters recorded
This ensures accurate traceability of interventions.
3. Add external costs when needed
If the intervention involves an external contractor, equipment rental, or a one-time purchase, you can record it using Additional costs.
Activity validation
After filling in all fields, you can:
- Add the activity: it will be saved in the task without changing its status.
- Add the activity and mark the task as completed: if all actions are finished.