Spare Parts Management
This release introduces Spare Parts Management — a complete workflow for tracking the parts that keep your buildings running: filters, belts, valves, sensors, batteries, and everything else that wears out and gets replaced. Parts are recorded where the work happens, and the platform keeps the installation history and replacement schedule up to date automatically.
A Shared Parts Catalog
Every organization now has a parts catalog shared across all its sites. A catalog entry describes the part itself — name, product code, EAN barcode, manufacturer, category, expected lifetime, and a cover photo — along with attached documentation such as datasheets and replacement instructions.
There's no separate registration step: parts are created on the fly right from any part picker. Type a name that doesn't exist yet, and the platform offers to create it — fill in as much or as little as you know and refine it later.
- Scan a barcode to find a part instantly. If the EAN isn't in your catalog yet, the new-part form opens with the barcode pre-filled. Scanning works on mobile and desktop cameras.
- Attach documentation (manuals, datasheets, how-to-replace guides) directly to the part — it's available to everyone who works with that part, including service providers.
Installed Parts on Technical Systems
Technical systems get a new Parts tab listing the parts currently installed in that piece of equipment — which filter is in the ventilation unit, which battery is in the UPS, when each was installed, and when it should be replaced.
- Each installed part shows its installation date, optional serial number, and a lifetime progress bar with the projected replace-by date, so upcoming replacements are visible at a glance.
- Replace a part in one action — the old unit is marked removed and a new one takes its place, preserving the full replacement history.
- Removed and failed parts stay in the history, so you can always answer "when was this last changed, and what was in there before?"
Parts Used on Work Orders
Work orders get a Parts used section where whoever does the work — your own staff or an external service provider — records the parts they consumed, with quantity and unit cost.
A short wizard guides the entry: pick the technical system the part is installed to — or record a consumable, material like oil or cleaning supplies that isn't tied to a system — then select the part and fill in the details. When the system already has installed parts, the wizard offers to replace one, showing the candidates with their age and lifetime status, and the part's photo and documentation are one tap away — replacement instructions right where the work happens.
Consumables can be recorded on any work order, even one with no linked technical systems.
Automatic Installation Bookkeeping
When a work order is closed, the platform takes care of the paperwork: every recorded part tied to a technical system is automatically added to that system's installed parts, the unit it replaced is marked removed, and the lifetime clock restarts from the completion date. Every installation and replacement is also written to the work order's change log.
Consumables simply remain cost lines on the work order — they are never installed anywhere.
Spare Parts Management is enabled per organization with the Spare Parts Management feature flag. Service providers see the parts workflow on their assigned work orders whenever the feature is active.
This is a paid feature — enabling it may affect your organization's billing.
Automatic Replacement Planning
Preventive maintenance plans that are linked to technical systems can now plan part replacements by themselves. With the Plan due part replacements automation rule (on by default), every installed part approaching its expected lifetime is added to the last scheduled visit before it expires — as a pre-filled replacement line with the part, the unit being replaced, and its documentation ready for the technician.
The plan anchors to reality: replace a part early or late, and the next replacement is scheduled a full lifetime from the day it actually happened. Planned lines are marked Planned — verify and must be confirmed (or removed) by the technician before the work order can be completed — so the installation history only ever contains what a human verified. Part cards show Replacement planned the moment a visit carries their replacement, with one click through to the planned work order.
Improvements for Service Providers
- The work order state buttons are replaced with a compact state menu that works much better on mobile — including a direct Install or replace part action.
- Any activity by a service provider on a new work order — adding a part, sending a message, uploading a photo, or editing details — now automatically moves the work order to In Progress, so managers see at a glance that work has started.