Create Your First Action

Actions are tasks that need to be completed by your team — from preventive maintenance routines to reactive responses triggered by incidents. This guide walks you through creating your first action.

Before You Start

• You need at least Staff Member permissions
• For assignment, users or teams should already exist in the system
• Optionally, have assets and locations created to link to the action

Steps

Step 1: Open the Actions module

1. Click Actions in the left sidebar
2. The actions list loads with any existing actions

Step 2: Start creating an action

1. Click Create Action in the top-right corner
2. The action creation form opens

Step 3: Select category and type

1. Choose a Category that matches the work area:

   • Maintenance
   • Plumbing
   • Electrical

2. Select the Type:

   • Preventive — Scheduled, recurring maintenance
   • Reactive — Response to an issue or urgent need

Step 4: Enter title and description

Field	Purpose	Example
Title	Brief, clear name for the task	"Monthly pump inspection"
Description	Detailed instructions for the technician	"Check pressure levels, inspect seals, lubricate bearings"

Step 5: Add supporting media (optional)

1. Click Add Media to attach photos
2. Upload images showing the current condition, location, or specific issue
3. Supported formats: JPG, PNG, GIF

Visual references help technicians understand exactly what needs attention.

Step 6: Set time and priority

Field	Options
Estimated Time	How long the task should take
Priority	None, Low, Medium, High

Step 7: Configure schedule (for preventive actions)

For recurring tasks, set up a schedule:

1. Select Recurrence: Daily, Weekly, Monthly, or Yearly
2. Configure the specific pattern (e.g., every Monday, first day of month)
3. Set the Start Date
4. Optionally set a Due Date for the first occurrence

Step 8: Assign responsibility

Choose who should complete the work:

• Assign to User — Select a specific person
• Assign to Team — Any team member can pick it up

Step 9: Link to location and asset

Field	Purpose
Location	Where the work should be performed
Asset	Which equipment the action relates to

Linking creates connections for tracking and reporting.

Step 10: Add materials and costs (optional)

Field	Purpose
Inventory	Spare parts or materials needed
Vendor	External provider if contractor work is required
Attachments	Documents like procedures or manuals
Cost	Budget or expense tracking

Step 11: Submit the action

1. Review all fields
2. Click Submit

The action is created and assigned. The responsible user or team receives a notification.

Tracking Your Action

After creation, the action moves through states:

State	Meaning
Open	Created, waiting to be started
In Progress	Technician is actively working on it
On Hold	Temporarily paused
Done	Completed

Click any action card to view details, add comments, or check progress.

Example: Reactive Action

Here's a quick example of creating a reactive action:

Field	Value
Category	Maintenance
Type	Reactive
Title	Clean spill in Corridor 3
Description	Oil spill near loading dock, use absorbent material
Priority	High
Estimated Time	15 minutes
Assigned To	Cleaning Team
Location	Corridor 3

Tips

• Use clear, action-oriented titles ("Inspect pump seals" not "Pump")
• Set realistic time estimates to help with workload planning
• For preventive maintenance, start with simple weekly or monthly schedules
• Link actions to assets to build maintenance history