A maintenance task is the unit of work the crew actually acts on. It may have been raised automatically from a schedule (shown with a Planned chip) or added by hand against a component to record an unscheduled defect or one-off job (shown as One-time).
Recording a defect or one-time task
Unscheduled breakdowns, defects and one-off jobs are recorded directly on the affected component: open the component, switch to its Tasks tab, and click Add One-time Task to open the Add Task dialog. (Generate Task on a schedule opens the same dialog titled Perform Scheduled Task, pre-filled from the schedule and linked to it so you can raise scheduled work early.) Both need permission to edit maintenance tasks.
The Task Details tab asks for:
- Name (required) and a Dry Dock checkbox for flagging work to be held for a shipyard or dry-dock period.
- Description (what needs doing or what defect was found) and Job Report (notes on what was done), both rich text.
- Due Date, which starts at today, and Priority — High, Medium or Low (required).
- Assigned Ranks, Department and Assignees.
- Executed at and Hours when executed, if you are logging work already carried out.
Below the form, Add milestone breaks the job into intermediate steps, each with a name, due date and description; they work as they do for general tasks, see Milestones, Files and Inventory on a Task.
A Files tab attaches photos, reports or other documents, and — where the Inventory module is active — an Inventory tab lists the spare parts the job uses. Add creates the task. Add & Close creates it and goes straight on to the close-out dialog; that button needs permission to complete maintenance tasks.
Assigning to a crew member or a crew rank
A maintenance task can be assigned in two ways, separately or together:
- Assignees (crew members) — specific people on the yacht's roster (and company management users if Allow company management users to be assigned to tasks is enabled in Vessel Settings → Tasks). Naming someone here sends them an in-app and email notification with a link to Maintenance → Open Tasks (and notifies them if they are later unassigned), counts the task towards their personal alerts on Notifications & Alerts, and pre-fills Task completed by when the task is closed out. Tasks raised automatically from a schedule start with no assignees.
- Assigned Ranks (crew ranks) — one or more of the yacht's crew ranks, plus Captain, set on either a schedule or a task (tasks raised from a schedule inherit the schedule's assigned ranks). Assigning a rank lets anyone filter the maintenance task lists and Upcoming Tasks by rank — for example, to see everything a Chief Engineer or Second Engineer is responsible for without knowing who holds that rank today. A rank is a responsibility label for filtering, not a personal assignment: nobody holding the rank is sent an assignment notification, it does not create personal alerts on Notifications & Alerts, and at least one named person must still be selected in Task completed by when closing the task out.
Statuses
A task starts as To do. With permission to edit maintenance tasks you can move it to In progress, and back to To do, straight from the row actions — Mark as In Progress and Mark as To Do. Closing the task out sets its status to Done and moves it into History.
Postponing
Postponing is specific to maintenance tasks. In a task's details, Postpone flags the task as deferred; Revert Postpone undoes it. A postponed task shows a Postponed marker in place of the overdue countdown, and the maintenance task lists offer a Postponed filter so deferred work can be reviewed as a set. Postponing does not change the due date and does not remove the task from the open or overdue lists or their counts.
Closing out a task and recording what was done
Complete task in the row actions opens the Close and sign Task dialog, and needs permission to complete maintenance tasks. The same dialog is reached with Close Task inside a task's details.
Unless you arrived via Add & Close (which just collected them), the dialog has three tabs — Close, Files and (when the Inventory module is active) Inventory — so you can attach photos or service reports and record or adjust the spare parts consumed as part of closing the job.
The Close tab shows the task's Name and Description, and for a scheduled task its Iterations — a plain-language reminder of whether it is recurring or one-time and at what interval. It asks for:
- Executed Date — when the work was actually done. Required for a task from a calendar-based schedule. It defaults to the task's recorded Executed at date if one was entered, otherwise to today.
- Hours When Executed — the component's running hours at the time. Required for a task from a running-hours schedule.
- Task completed by — at least one person must be named. A task cannot be completed with nobody named, and whoever you name here becomes the task's assignee list.
- Job Report — a rich-text report of what work was done and any findings (pre-filled with any job report already on the task).
If inventory items are linked to the task, the dialog lists the quantities that will be subtracted from stock on completion. If stock is short for any item (or if you lack permission to view an inventory category for an item you are adding), an Insufficient inventory warning names the items and the shortfall, and completion is blocked until the inventory is corrected.
For a scheduled task the dialog also states what will happen next — for example that the next task will be scheduled a set interval from the executed date. Confirm with Sign & Mark as Done.
What completion does to the schedule
Completing a task linked to a schedule feeds the executed date and the executed hours back into that schedule as its new last-completed values. Everything downstream is measured from there:
- A calendar-based schedule's next occurrence is the interval counted forward from the executed date — not from the original due date — so a job done late shifts the whole cycle rather than immediately falling due again.
- A running-hours schedule's next occurrence is the interval added to the hours you entered. (Completing a task updates the schedule's last-completed hours, not the component's own hours counter — update the meter itself on Maintenance → Component Hours.)
- Because the schedule no longer has an open task, it becomes eligible to raise the next one as soon as it comes due again.
- A one-time schedule is marked Fulfilled and produces nothing further.
Completing a task that is not linked to any schedule simply moves it to History.
A completed task cannot be completed again, and cannot be deleted — History is the record (though a completed task can be archived from History if it was closed in error; see The Maintenance Task Lists).
Exporting a single task
Both the row actions and a task's details offer Export, which produces a PDF of that one maintenance task.
On a yacht running the on-board app, tasks are worked and closed out aboard. In the cloud the lists and task details stay readable and exportable, but the status, postpone, complete, edit, archive and delete actions are absent — see Who Can See and Change Maintenance.