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Maintenance and Registration — User Manual

Platform: AXITRAQ (axitraq.app) Module: Maintenance Scheduler and Registration Management Last Updated: May 2026

Table of Contents

  1. Overview
  2. Maintenance Scheduler
  3. Accessing the Maintenance Module
  4. Dashboard Statistics
  5. List View
  6. Calendar View
  7. Maintenance Jobs
  8. Creating a Maintenance Job
  9. Maintenance Job Fields
  10. Editing a Maintenance Job
  11. Duplicating a Maintenance Job
  12. Changing Job Status
  13. Status Workflow
  14. Maintenance Requests
  15. Viewing Maintenance Requests
  16. Converting a Request to a Job
  17. Submitting Requests from the Mobile App
  18. Maintenance Schedules
  19. Creating a Recurring Schedule
  20. Schedule Frequencies
  21. Overdue Detection
  22. Creating a Job from a Schedule
  23. Maintenance History
  24. Maintenance Notifications
  25. Registration Management
  26. Accessing Registration
  27. Registration Overview
  28. Adding a Registration
  29. Editing a Registration
  30. Registration Fields
  31. Registration Documents and Costs
  32. Uploading Documents
  33. Recording Payments
  34. Registration Expiry Tracking
  35. AI OCR for Registration
  36. Registration Renewal Workflow
  37. Integration with Other Modules
  38. Mobile App Access
  39. Frequently Asked Questions

Overview

The Maintenance and Registration module in AXITRAQ helps you manage the full lifecycle of asset servicing and regulatory compliance. It provides:

  • A visual maintenance scheduler with calendar and list views
  • Job creation, tracking, and completion workflows
  • Recurring service schedules with overdue detection
  • Maintenance request submission and triage
  • Vehicle and equipment registration tracking
  • Automated expiry alerts via email, SMS, and in-app notifications
  • Document and cost management for registrations
  • AI-powered OCR to scan registration labels

Maintenance Scheduler

Accessing the Maintenance Module

  1. Log in to AXITRAQ at axitraq.app.
  2. From the main navigation, select Maintenance.
  3. The Maintenance Scheduler page opens showing your statistics bar, filters, and job data.

You need the Manage Assets permission to access the maintenance module.

Dashboard Statistics

The statistics bar at the top of the page displays real-time counts:

Statistic Description
Open Jobs Jobs with status Pending, Scheduled, or In Progress
Urgent Open jobs with High or Critical priority
Overdue Active schedules past their due date
Out of Service Assets currently marked out of service for maintenance
Requests Open maintenance requests awaiting action
Done (30d) Jobs completed in the last 30 days

List View

The default view displays maintenance data in a tabular format with three tabs:

  • Jobs — All maintenance jobs with priority, asset, title, type, status, schedule date, and assignee.
  • Service Due — Active maintenance schedules showing next due date, due hours, current hour meter readings, and overdue status.
  • Requests — Open maintenance requests submitted by field workers.

Use the filters at the top to narrow results by status, priority, or search term (job title, asset code, or asset name).

Calendar View

Switch to the calendar by clicking the Schedule toggle in the card header. The calendar offers four views:

View Description
Day Time-grid showing hourly slots from 5:00 AM to 9:00 PM
Week Seven-day time-grid
Fortnight Two-week day-grid overview
Month Full monthly day-grid

Calendar features:

  • Drag and drop — Reschedule jobs by dragging them to a new date/time.
  • Resize — Drag the edge of an event to change its duration.
  • Click to create — Click an empty time slot to create a new job with that date pre-filled.
  • Day cell zoom — In Month or Fortnight view, click a day cell to zoom into Day view.
  • Hover tooltips — Hover over any event to see a detailed tooltip with asset info, status, priority, assignee, dates, and cost.
  • Auto-refresh — The calendar automatically refreshes every 30 seconds.
  • View persistence — Your selected view is saved to your browser and restored on next visit.

Maintenance Jobs

Creating a Maintenance Job

  1. Click the + New Job button in the Maintenance Scheduler header.
  2. Fill in the required fields (see table below).
  3. Set the scheduled date and optional end date.
  4. Assign the job to a team member.
  5. Click Save to create the job.

Alternatively, click any empty time slot on the calendar to create a job with the date and time pre-filled.

Maintenance Job Fields

Field Description Required
Asset The asset this job relates to Yes
Title A short description of the work Yes
Description Detailed notes about the work to be performed No
Priority Low, Medium, High, or Critical Yes
Maintenance Type Preventive, Corrective, Inspection, Calibration, or other Yes
Scheduled Date Start date and time for the job Yes
Scheduled End Date Expected completion date No
Assigned To The employee responsible for the work No
Cost Estimate Estimated cost of the maintenance work No
Actual Cost Actual cost after completion No
Colour Calendar colour (10 presets or custom hex) No
Out of Service Whether the asset is unavailable during maintenance No
Schedule Link to a recurring maintenance schedule No
Vendor External vendor name No
Vendor Reference Vendor invoice or reference number No

Editing a Maintenance Job

  1. In List view, click Edit next to the job.
  2. In Calendar view, click the event to open the detail modal, then click Edit.
  3. Make your changes and save.

Duplicating a Maintenance Job

  1. Click a job on the calendar to open the detail modal.
  2. Click the Duplicate button.
  3. A new job form opens with all fields copied from the original (status is reset to Pending).
  4. Adjust any details as needed and save.

Changing Job Status

You can update a job's status without opening the full edit form:

  1. Click the job on the calendar to open the detail modal.
  2. Use the Status dropdown in the modal header.
  3. Select the new status — the change saves immediately.

Status Workflow

Maintenance jobs follow this progression:

Pending → Scheduled → In Progress → Completed
                                   → Cancelled
Status Meaning
Pending Job created but not yet scheduled or confirmed
Scheduled Job confirmed and scheduled for a specific date
In Progress Work has started (start time is recorded automatically)
Completed Work is finished (completion time is recorded automatically)
Cancelled Job is no longer required

Visual indicators on the calendar:

  • Pending jobs appear faded with dark text.
  • Out of Service jobs display a red pulsing border.
  • High/Critical priority jobs use distinct colour coding.

Maintenance Requests

Maintenance requests are issue reports submitted by team members when they identify a problem with an asset. Requests are separate from jobs — they represent the initial report before formal work is scheduled.

Viewing Maintenance Requests

  1. Navigate to Maintenance.
  2. In List view, click the Requests tab.
  3. Open requests display with priority, asset, issue description, reporter, date, and status.

Converting a Request to a Job

  1. In the Requests tab, click Create Job next to the request.
  2. A new maintenance job form opens pre-filled with details from the request.
  3. Add scheduling information, assign a technician, and save.
  4. The original request is linked to the new job.

Submitting Requests from the Mobile App

Field workers can submit maintenance requests directly from the AXITRAQ mobile app:

  1. Open the mobile app and navigate to Maintenance.
  2. Tap Report Issue or Submit Request.
  3. Select the asset (or scan its QR code).
  4. Describe the issue, set priority, and optionally attach a photo.
  5. Submit — the request appears immediately in the web platform for managers to review.

GPS location is captured automatically when submitting from the field.

Maintenance Schedules

Maintenance schedules define recurring service intervals for assets. They act as templates that generate individual maintenance jobs when service is due.

Creating a Recurring Schedule

  1. From the Maintenance page, click Schedules (or the clock icon).
  2. Click New Schedule.
  3. Configure the schedule fields:
  4. Asset — The asset to service.
  5. Title — Name of the service (e.g., "500-hour oil change").
  6. Description — Details of the required work.
  7. Frequency — How often the service repeats.
  8. Priority — Default priority for generated jobs.
  9. Estimated Duration — Expected time to complete.
  10. Estimated Cost — Budget for each service.
  11. Colour — Calendar colour inherited by generated jobs.
  12. Active/Inactive — Toggle the schedule on or off.
  13. Save the schedule.

Schedule Frequencies

Frequency Description
Daily Every day
Weekly Every 7 days
Monthly Every calendar month
Quarterly Every 3 months
Semi-Annual Every 6 months
Annual Every 12 months
Hour-based Based on asset hour meter (e.g., every 500 hours)

Hour-based schedules compare the asset's current hour meter reading against the configured trigger point.

Overdue Detection

The system automatically detects overdue schedules:

  • Date-based: The next due date has passed without a completed job.
  • Hour-based: The asset's current hour meter reading exceeds the trigger hours.

Overdue schedules display with a red "Overdue" badge in the Service Due tab and are sorted to the top of the list.

Creating a Job from a Schedule

  1. Go to the Service Due tab in List view.
  2. Find the schedule that is due or overdue.
  3. Click Create Job.
  4. The new job form opens pre-filled with the schedule's defaults (title, asset, priority, cost estimate, colour).
  5. Add the specific date, assign a technician, and save.

After the job is completed, the schedule's next due date automatically advances to the next interval.

Maintenance History

Every maintenance job is permanently recorded and linked to its asset. To view maintenance history:

  1. Navigate to the asset's detail page (via Assets or by scanning its QR code).
  2. The maintenance history section shows all past and current jobs for that asset.
  3. Each entry displays the job title, type, status, dates, assigned person, and costs.

You can also filter the Jobs list by asset name or code to see all maintenance activity for a specific asset.

Maintenance Notifications

AXITRAQ sends automated notifications for maintenance events:

Notification Type Trigger Recipients
maintenance_request A new maintenance request is submitted Company managers and assigned personnel
maintenance_overdue A scheduled maintenance is past due Company managers

Notifications are delivered via: - In-app notifications (visible on the dashboard) - Email alerts to configured recipients

Registration Management

Accessing Registration

  1. From the main navigation, select Registration.
  2. The Registration page opens showing statistics, the notification button, and the registration table.

You need the Manage Registration permission to access this module.

Registration Overview

The top of the page displays summary statistics:

Statistic Description
Total Assets All assets in your company
Registered Assets with a registration number recorded
Expiring (30 days) Registrations due within the next 30 days
Overdue Registrations past their due date

The main table shows all assets with their registration details, sortable by next due date.

Adding a Registration

  1. Find the asset in the registration table.
  2. Click Add Rego in the Actions column.
  3. Fill in the registration details (see fields below).
  4. Check Send Alerts if you want automated expiry notifications.
  5. Click Add Registration.

Editing a Registration

  1. Find the asset in the registration table.
  2. Click Edit in the Actions column.
  3. Update the registration fields as needed.
  4. Click Update Registration.

When editing, you also have access to the Cost and Payment History section and Documents section.

Registration Fields

Field Description
Rego Number The registration plate or identifier (e.g., ABC-123)
State State or territory of registration (VIC, NSW, QLD, SA, WA, TAS, NT, ACT)
Rego Period Registration period length (3, 6, 12, or 24 months)
Rego Date Date the registration was originally issued
Last Paid Date registration was last paid/renewed
Next Due Next registration expiry or renewal date
RWC Number Roadworthy Certificate number (if applicable)
RWC Details Additional roadworthy details
Inspection ID Associated inspection reference
Send Alerts Enable or disable expiry alert notifications
Notes General notes about this registration

Registration Documents and Costs

When editing a registration, two additional sections are available for tracking financial history and storing supporting documents.

Uploading Documents

  1. Open a registration in edit mode.
  2. In the Documents and Receipts section, click Upload Document.
  3. Select the document type:
  4. Receipt
  5. Certificate
  6. Renewal Notice
  7. Insurance
  8. Inspection Report
  9. Other
  10. Optionally enter a title.
  11. Choose the file (max 25 MB; supported formats: PDF, DOC, DOCX, XLS, XLSX, CSV, TXT, JPG, PNG, GIF, WEBP).
  12. Click Upload.

Uploaded documents display in a table with type, title, filename, size, upload date, and actions to view or delete.

Recording Payments

  1. Open a registration in edit mode.
  2. In the Cost and Payment History section, click Add Payment.
  3. Fill in the payment details:
  4. Type — Initial, Renewal, Transfer, or Other
  5. Amount — Payment amount in dollars
  6. Payment Date — Date the payment was made
  7. Period From / To — The coverage period for this payment
  8. Description — Optional note
  9. Click Save Payment.

A running total of all payments is displayed in the table footer.

Registration Expiry Tracking

Expiry Status Indicators

The registration table uses colour-coded formatting for the Next Due column:

Colour Meaning
Red, bold Registration is overdue (past the due date)
Amber, bold Registration expires within 30 days
Normal text Registration is current and not expiring soon

Configuring Expiry Alerts

  1. Open a registration in edit mode.
  2. Click the Alert Settings button.
  3. Configure the alert timing and delivery channels (see below).
  4. Click Save Alert Settings.

Alternatively, use the Send Alerts checkbox directly in the registration table to quickly enable or disable alerts for any registration.

Alert Timing Options

You can select one or more alert windows:

Window Description
7 days Urgent alert — registration expiring within one week
14 days Warning alert — registration expiring within two weeks
30 days Notice alert — registration expiring within one month

Alert Delivery Channels

Channel Description
Email Branded HTML email sent to the configured email address
SMS Text message via Twilio to the configured mobile number
In-app Dashboard notification visible on login

Alerts are processed daily at 7:00 AM AEST by an automated system. The system tracks the last alert sent for each registration to prevent duplicate notifications on the same day.

Notifications Panel

Click the Registration Notifications button above the registration table to open a summary panel showing:

  • All registrations with alerts enabled
  • Current expiry status for each (Overdue, Due in X days, or OK)
  • Quick links to edit each registration's alert configuration

AI OCR for Registration

AXITRAQ uses Claude Vision (AI-powered OCR) to automatically extract registration details from photos of registration labels or stickers.

How to use AI OCR:

  1. Take a clear photo of the registration label on your vehicle or equipment.
  2. Upload the photo through the registration module or the mobile app.
  3. The AI analyses the image and extracts:
  4. Registration number
  5. State or territory
  6. Expiry date
  7. Review the extracted data — the fields are pre-filled for your confirmation.
  8. Make any corrections if needed, then save.

This feature is particularly useful when onboarding a fleet of vehicles, as it eliminates manual data entry and reduces transcription errors.

Registration Renewal Workflow

When a registration is renewed, follow these steps to update AXITRAQ:

  1. Navigate to Registration and find the asset.
  2. Click Edit to open the registration form.
  3. Update the following fields:
  4. Last Paid — Set to today's date (or the renewal payment date).
  5. Next Due — Set to the new expiry date.
  6. Rego Period — Update if the period has changed.
  7. Click Update Registration.
  8. Record the renewal payment:
  9. In the Cost and Payment History section, click Add Payment.
  10. Set Type to Renewal.
  11. Enter the amount, payment date, and coverage period.
  12. Click Save Payment.
  13. Upload supporting documents:
  14. Upload the renewal receipt or confirmation.
  15. Upload a new registration certificate if issued.

The expiry alert system will automatically recalculate based on the new Next Due date.

Integration with Other Modules

The Maintenance and Registration module connects with other parts of AXITRAQ:

Module Integration
Assets Maintenance history and registration details are viewable on each asset's page. Out-of-service status is reflected everywhere including QR scan pages.
Inspections Checklist items can trigger "Book Service" (creates a maintenance request) or "Out of Service" (immediately deactivates the asset).
Dashboard Widgets display maintenance statistics, upcoming due dates, and registration expiry alerts.
Parts and Materials Quick link from Maintenance to Parts Inventory for ordering required parts.
QR Codes Scanning an asset's QR code shows its maintenance status and any out-of-service indicators.

Mobile App Access

The AXITRAQ mobile app provides field access to maintenance features:

  • View maintenance jobs — See assigned jobs with full details, filter by status.
  • Update job status — Mark jobs as In Progress or Completed from the field.
  • Submit maintenance requests — Report issues with GPS location and photos.
  • View schedules — Check upcoming and overdue service schedules.
  • Scan QR codes — Quickly access an asset's maintenance history by scanning its label.

Frequently Asked Questions

Q: Who can create maintenance jobs? A: Any user with the "Manage Assets" permission can create, edit, and manage maintenance jobs.

Q: Can I schedule maintenance based on usage hours instead of dates? A: Yes. When creating a maintenance schedule, use the hour-based frequency option. The system compares the asset's current hour meter reading against the configured threshold.

Q: What happens when I mark an asset as Out of Service? A: The asset is flagged across the platform. It appears with a red border on the calendar, displays an OOS badge in lists, and shows a warning when its QR code is scanned. This signals to all users that the asset is unavailable.

Q: How do I stop receiving alerts for a registration I no longer manage? A: Uncheck the "Send Alerts" checkbox in the registration table, or open Alert Settings and disable all timing windows.

Q: Can multiple people receive registration expiry alerts? A: Currently, alerts are sent to the email address configured in the alert settings and to company managers. Configure the email field to a distribution list if multiple people need to be notified.

Q: What file types can I upload as registration documents? A: PDF, DOC, DOCX, XLS, XLSX, CSV, TXT, JPG, JPEG, PNG, GIF, and WEBP files up to 25 MB each.

Q: How does the AI OCR registration scanning work? A: Upload a clear photo of the registration label. AXITRAQ uses Claude Vision to read the text and extract the registration number, state, and expiry date. You review and confirm the extracted data before saving.

Q: Can I drag maintenance jobs to reschedule them? A: Yes. In Calendar view, drag any event to a new date or time. The change saves automatically.

This manual is maintained as part of the AXITRAQ platform documentation. For additional support, contact your system administrator or visit wiki.axitraq.com.