Introduction

Flow’s Maintenance and Service tracking keeps track of when your coffee equipment is due for servicing. This is done by tracking the time and usage since each item was last serviced. You can set your own service thresholds based on time and usage and Flow will report on service priority based on these parameters.

Service items tracked by Flow include:

• General service

• Grouphead seals

• Grinder burrs

• Water filter

Enabling maintenance/service tracking for your organisation

The maintenance feature is disabled by default. To enable maintenance/service tracking for an organisation, edit the organisation (Admin → Organisations → Organisation X → Edit) and click the “Enable maintenance” button.

Additionally you can configure the service intervals (in days and shots poured) and service due warning thresholds for the organisation on this screen:

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Record historic services

Flow needs to know about the most recent service for each coffee machine in order to track it’s service status. You can enter historic services to create a service history and begin tracking progress towards the next service.

Recording/booking a service

To record a service, from the Maintenance page (Operations → Maintenance) click the service icon at the right of the row corresponding to the coffee machine you would like to record the service against (Or navigate to Operations → Services and click the New button at the top of the page). Services can be created for both historic and planned services:

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Enter service details

For planned services, check the service items that require completion in the ‘Required’ column. When the service has been completed, update the record by checking the completed items in the ‘Performed’ column. Use the Status field to track whether a service is pending or completed:

Viewing service history

To view a list of pending and completed services navigate to Operations → Services:

To view the status of each service item at the time it was serviced click on an individual service:

Maintenance reporting

The Maintenance page (Operations → Maintenance) displays a report of each coffee machines maintenance state ordered by maintenance priority. This allows you to see which maintenance items are due or upcoming, and plan services accordingly.

Maintenance item icons will change colour from green (item is within service tolerance) to amber (item is approaching service threshold) to red (item is due for service). Hovering over each icon will give a summary of the maintenance status of that item.

Coffee machine maintenance

Maintenance status is also displayed on the Coffee Machines page (Sites → Site X → Coffee Machines)