Maintenance & visits

What a visit is

A visit is a scheduled piece of work on a site — a planned PM inspection, a reactive callout against an open case, a thermal scan, a roof access. Every visit has a site, a planned date/time, an assigned engineer, and a status.

Visits live at /maintenance across the whole fleet, and on the Visits tab of each site for the site-scoped view.

Scheduling

Create a visit from any of three entry points:

• From a case — turns the case into actionable field work. The visit inherits the case context (the alert trail, the site, the suspected fault).
• From the site — "schedule visit" on the site detail page. Use for PMs, inspections, or anything that doesn't have an existing case.
• From the Maintenance dashboard — bulk-scheduling across multiple sites, useful for quarterly walks of a defined sub-fleet.

The visit form asks for date, time window, engineer, purpose and a note. Engineers see their assigned visits in their Engineer view and on the mobile app.

The visit-approval workflow

Some sites — typically operational facilities like breweries, manufacturing plants and stadia — require explicit owner approval before anyone climbs onto the roof. Per-site you can flag "requires approval" in site settings.

When a visit is scheduled on an approval-required site:

1. The visit starts in pending approval state — engineer can't yet mark it as in-progress.
2. An email goes to the configured contact with two one-shot links: approve or decline.
3. No login required — the links are signed tokens valid for the specific visit. Approve flips the visit to active and notifies the engineer. Decline returns it to scheduling with the reason captured.
4. If neither link is clicked, the visit expires after 7 days and prompts you to reschedule.

Visit lifecycle

1. Scheduled — visit booked, engineer assigned.
2. Pending approval (if required) — awaiting site-contact response.
3. In progress — engineer marked as on site via the mobile app.
4. Completed — engineer submitted the sign-off and any attached test reports.
5. Cancelled — pulled before the day, with a reason captured.

What an engineer captures during a visit

In the engineer mobile app each visit becomes a structured workflow:

• Pre-visit checklist (PPE, isolation procedure, parts).
• Photos before and after, with optional captions.
• If a BS EN 62446-1 test is required, the full wizard runs against the visit and attaches the resulting PDF.
• Time on site, mileage, parts used (drives the next month's invoice line).
• Sign-off — engineer signature, optional client signature for sites that want one.

See engineer mobile for the field side in detail.