Maintenance user handbook

Choose the right place

A typical working day

1. Check Home for urgent jobs, inspection issues and stock alerts, if you have access.
2. Open Pending jobs and review the work assigned to you. Confirm the boat number before starting.
3. Check Inventory for parts. Use Order parts if something needs buying.
4. When work is finished, use Mark Completed and record who did it and what changed.
5. Update stock quantities and the boat's maintenance status separately where needed. Check for other unresolved faults before returning a boat to use.

Example: Report a damaged tiller extension against the correct hull. Assign the repair, check for a spare, replace it, and complete the job with a note describing the replacement and check performed. Reduce the spare quantity in Inventory and review the boat's status in Fleet.

Sign in

1. Open your club's FleetFixer link and choose Sign in if prompted.
2. Use your registered email or club username and password. Use Google sign-in if that is how your account was registered.
3. Select the correct workspace if prompted, then open Maintenance.
4. Check the club name and visible pages before entering records. Staff may land directly on their permitted work page rather than Home.

Use Forgot password? for an email-based account. If your administrator supplied a club username, ask them to reset its password if you cannot recover it. Adding a name to the staff list does not by itself create a login.

Search, filters and permissions

Use the page search to find a boat, part or record. Where available, filters narrow the results further. Clear both search and filters when a record seems to be missing. Check other status tabs, such as Archived boats or Ordered requests.

An administrator can control panel access, vessel access, order approval and AI fleet reports. Having access to Order parts does not necessarily include approval rights. A missing page or disabled action may reflect permissions or the club's subscription.

Changes are shared with your club. Wait for a save confirmation; if a save fails, keep your notes and check whether the record exists before submitting again. Use an internet connection when recording work.

Home brings together fleet information, pending work, maintenance activity and stock alerts. Open the relevant page to investigate an alert and read the underlying records.

• Start with urgent jobs and overdue inspections.
• Check fleet and gear records before assigning boats to a session.
• Review low stock before requesting replacements.
• Use recent activity to understand what colleagues have already changed.

Fleet health and readiness indicators reflect the records in the platform. They do not replace your club's physical checks or release-to-service decision.

Register a boat

1. Open Fleet and choose Add Boat.
2. Select the boat type. If it is missing, an administrator must enable it under Settings > Fleet.
3. Enter the Friendly number and Hull ID so staff can distinguish this hull from other boats of the same class.
4. Add an asset code and general notes if useful.
5. Choose the maintenance, rental and charter statuses, then select Add Boat.

The boat type identifies the class or model; the friendly number identifies the boat to your team; the hull ID identifies the physical hull. Use the same convention on labels and in records.

If a duplicate is detected, compare both records. Amend lets you correct the new details; Keep Existing retains the existing boat; Replace uses the replacement details. Do not replace a record simply to dismiss the warning.

Keep status accurate

Open the boat's details and choose Edit. Maintenance statuses are Available, In repair and Out of action. Rental and charter availability are separate fields. Rental readiness also depends on a serviceable boat and a complete compatible sail set; one set supports one boat.

To change several boats, select them, choose only the status fields you want to change, and use Apply changes. Leave other fields on Keep unchanged.

Archive and restore

Archive a hull when it leaves the active fleet. Choose the appropriate reason, such as Binned, Sold or Frankensteined, and add useful notes. Find archived boats in Archived and use Restore when appropriate. Archiving an individual hull is different from disabling a boat type in Settings.

Boat QR stickers

Open the boat's details and choose Make sticker. Print and attach the label where it can be read. Scan it before putting it into use and check that it identifies the correct club and boat. Use the club-wide QR code in Settings for a general noticeboard or boat shed.

Report a fault while signed in

1. Open Pending jobs and choose Report.
2. Select the boat type and the correct boat number. Search by hull ID or friendly number. Select multiple boats only when the same job applies to each.
3. Choose a category and explain What's wrong? A short title is generated automatically.
4. Attach a useful photo if available.
5. Set Reported by, choose a priority and assign staff if known.
6. Add a due date or recurring schedule if needed and available, then choose Report.

Describe the component, symptoms, when the issue was noticed and its effect on use. For example: “Boat 12: tiller extension joint split during the afternoon session. Extension no longer secure; replacement needed before use.”

If a fault makes a boat unusable, tell the responsible person and update its Fleet maintenance status. A fault report alone is not a substitute for taking the boat out of use.

Report through a QR code

1. Scan the club or boat QR code using your phone camera. No login is required.
2. Check the club, boat class and boat number. A boat-specific code may prefill these details.
3. Describe the fault and attach a photo if helpful.
4. Add your name if desired and enter the required email address.
5. Choose Submit Fault Report and wait for the confirmation screen.

The report enters Pending jobs for the team to review. The form explains that the email address is used for a receipt and a completion thank-you. The public form is simpler than the signed-in form; staff handle priority and assignment in the platform.

Review and assign

Open a job to read its details, then choose Edit to update its title, description, category, notes, deadline, priority or assignment. Use Notes / Updates for progress such as “Awaiting replacement block” or “Inspection booked for Friday”, then Save.

Where your account has the relevant Workshop access, Hand to Workshop can transfer the work into that workflow. Use it only when that is how your club manages the repair.

Complete the job

1. Open the repaired job and choose Mark Completed.
2. Select the staff under Completed by.
3. In Resolution, record what was repaired or replaced, the parts used and the outcome of the check.
4. Choose Complete and wait for confirmation.
5. Verify the resulting entry in Completed jobs. Update Inventory quantities and Fleet maintenance status separately as necessary.

Completion removes the job from the pending list and creates maintenance history for its selected boats. Avoid logging the same repair again manually. If work remains, record the outstanding issue clearly and keep or create the appropriate pending job.

For bulk completion, select the relevant jobs and choose Mark completed. The selected staff and resolution apply to every selected job, so use this only when the same completion information is accurate for all of them. Check whether you selected the current page or all results. If only some jobs save, retry the remaining jobs shown in the completion dialog.

Due dates and recurring work

Use Set a schedule when reporting planned work. Available recurrence choices include weekly, fortnightly, monthly, quarterly and annually, with extra day choices for weekly and monthly work. Recurring schedules depend on the club's plan. Review scheduled work regularly and verify that the next required job is present after completion; do not assume selecting a recurrence guarantees the next job has been created.

Use Delete for an erroneous or duplicate job, not to record a completed repair.

Log work that was already done

1. Open Completed jobs and choose Add.
2. Select the staff involved, boat type and boat number or numbers.
3. Choose the maintenance type.
4. Write notes covering the issue, action, parts fitted and final condition.
5. Choose Add record and check the saved entry.

Selecting multiple boats creates a record for each selected boat. This form is for meaningful repairs, replacements and inspections. Routine tidying or an uneventful sailing session does not need a repair record.

Example note: “Replaced worn mainsheet block with matching spare. Checked attachment and free rotation under load. Repair complete; no further action on this component.” If the fix is temporary, say so and record the follow-up in Pending jobs.

Find and export history

Use search, filters and sorting to locate records by boat, maintenance type, instructor or date. Open an entry to read the full details. To export, choose Export, review the export filters and Rows found, then download the CSV. Export availability depends on your access.

Delete only records that should not exist. Completed jobs are your maintenance history, but they are not an immutable archive: authorised users can delete entries.

Fleet reports

Where enabled, choose Analyse. Select Monthly actuals, Monthly forecast, Annual actuals or Annual forecast, then Run latest report. Saved results appear in Report history. Open a report and use Download PDF when you need a shareable copy.

Actuals describe recorded work; forecasts estimate future maintenance needs. Review AI-generated findings against the underlying records before planning work. A report cannot account for repairs or inspections that were never entered.

Request parts

1. Check Inventory and existing requests to avoid duplicate purchases.
2. Open Order parts and choose Request.
3. Select the instructor and enter the part name, part number if known, quantity, product link and useful notes.
4. Choose Submit request.

Use a precise description, for example “Replacement universal joint for tiller extension, quantity 2”, with a product link or part number where possible. New requests appear in Pending; some forms call this Reviewing.

Approve and place an order

Administrators and staff with Approve and place orders permission can review, edit and approve requests. Approval is separate from requesting parts.

1. Review the request details and approve the items to be purchased.
2. In Approved, select the requests and choose Create Order.
3. Review the combined email draft in your email application. Matching part names and part numbers are combined and their quantities added.
4. Check the recipient and send the email. FleetFixer opens a draft; it does not send it for you.
5. Return to FleetFixer and confirm whether to mark the requests as Ordered. Choose Not yet if you are not ready.

The destination comes from Settings > Club > Orders email. The email order feature depends on the club's plan. If the draft does not open, check your default email application and the Orders email setting before retrying.

Adding ordered parts to stock

When marking requests as Ordered, the platform may offer to add the parts to Inventory. Review each included part, quantity, unit cost and storage location. Choose Just mark as ordered if the stock is not ready to count, or Mark ordered & add to update inventory now.

Adding to Inventory changes stock immediately. If your club counts only physically received stock, wait until delivery and update Inventory then. Check whether the order already added stock before entering the delivery again.

Add or edit a part

1. Open Inventory and choose Add part, or open an existing part to edit it.
2. Enter the part name, part number and storage location.
3. Enter quantity, reorder point and unit cost if known.
4. Set Last checked to the date the stock was actually checked.
5. Associate the applicable boat types and compatible rigs, add notes, and Save.

The reorder point flags stock as low at or below the chosen quantity. Leaving it blank uses the default of 2. A blank cost means unknown; it is not a confirmed free item.

Find and count stock

Switch between Cards and Table. Filter by In stock, Low or Out, boat type, location or check date. Use stale and never-checked filters to plan stock counts.

After a physical count, correct quantities and mark the parts checked. Bulk actions can Set location, Set boats and Mark checked today. Setting boat types replaces the selected parts' existing associations; an empty selection clears them. Review the selection before applying changes.

Keep quantities current

Update the quantity when parts are used, received or written off. Mentioning a part in a completion note does not automatically deduct it from stock. Check order imports before adding a delivery twice.

Use Export for current inventory or a Monthly stock comparison. Review the month and row count before exporting.

1. Open Sails and add a sail.
2. Choose the boat type, boat number if applicable, rig option, sail type and Training or Racing category.
3. Enter a unique Sail ID, or choose Generate. Label the physical sail with the same ID.
4. Set its condition, add a description and choose whether to offer it for rental.
5. Save and check the record.

Sail conditions run from New through Excellent, Good, Fair and Poor to Retired. Open a sail to see its history. Use Log repair to record the date, person, work done and condition after repair.

Offered sails are paired by compatible boat type and rig requirements. Set IDs are optional labels; spinnakers are optional. Offering one sail does not by itself guarantee a complete rentable set. Review the resulting fleet rental readiness.

Use filters for boat type, sail type, training/racing and condition. For bulk edits, only changed fields are applied. The sail CSV export includes the sails matching the current search and filters.

Lifecycle tracks identifiable equipment such as lifejackets, harnesses, halyards, painters, kill cords and safety shackles.

1. Open Lifecycle and choose Add gear.
2. Enter a name, category and serial or identifying reference.
3. Mark whether it is safety critical and link a boat where appropriate.
4. Enter the purchase date and expected lifespan in months to calculate an estimated expiry. Optionally enter a known expiry or replace-by date to override the estimate.
5. Record any recall and useful notes, then Save.

Use the estimated expiry to plan replacements, adjusting lifespan for usage, condition and manufacturer guidance. Missing purchase dates stay unknown. Choose Retire when an item reaches the end of its useful life to record how many days it lasted. Inspection schedules remain available under the optional inspection details.

To log a check, open Record inspection, enter the date, inspector and notes, select Pass or Fail (retire), and choose Record. A failed inspection retires the item. Inspect the physical equipment before recording a pass.

Overdue safety-critical gear linked to a boat affects its readiness indicators. Review gear records as well as open jobs when deciding whether a boat is ready for use.

Reusable inspection checklists

Choose Inspection templates in Lifecycle to save a named checklist for a boat class. Set its priority and enter one checklist item per line, then Save template. Use Run, review the number of active boats and confirm Raise jobs. This creates one pending job per active boat of that class. Check existing jobs before running the same template again.

Use Club Drive for operating instructions, manuals and other club files.

• Open All files, Shared with me or Recent to find a document.
• Use New folder, Upload files or Upload folder to organise material. You can also drop files into the page where you have upload access.
• Open a file for a supported preview or use Download.
• Select items and choose Move to or Share to organise them and set access.
• Use Move to Trash to remove an item from the working area. Find it in Trash and choose Restore if needed.

Files can be shared with the club or selected people. Check the recipients and access level before sharing. Uploads are limited to 25 MB per file. If you cannot upload into a folder, check that you have editing access.

Set up a club

1. Open Settings > Club. Set the club name, logo, notes, Orders email and colours as needed.
2. In Fleet, enable the boat and equipment types the club uses.
3. In Maintenance types, enable the categories staff should use.
4. Register individual hulls in the Fleet page.
5. Add staff and configure their login and access.
6. Generate a club QR code under Fault QR codes, scan it to check the destination, and distribute the working code.

Watch for save confirmations. Club fields save as they are edited; staff details use Save changes. Review Subscription for plan information and billing management.

Staff names and logins

In Settings > Staff, use Add staff member to create the name used in records. Open that staff member to manage login access.

• New Account creates a login with a generated username, password and panel access. The optional contact email on this form is not the login username.
• Link Existing connects an existing club login to the staff profile.
• Panel Access controls the available pages. Vessel access limits the boats, jobs and inventory parts the person sees.
• Approve and place orders grants purchasing controls separately from viewing requests.
• AI fleet reports controls the ability to run and save analysis.
• Reset password lets an administrator set a new password and share it directly with the staff member.

Use Save changes after editing the profile. Adding a staff name is not an automatic email invitation. Give the user the correct username and account instructions through your club's usual process.

Permissions sets defaults for Maintenance and Inventory roles; Admin has full panel access. Review individual access as well as role defaults. Remove and Delete Account affect different things, so read the confirmation before removing a profile or its login.

Integrations

Administrators can manage API keys under Settings > Integrations. Choose only the scopes the integration needs, copy the secret when shown and store it securely. It is shown only once. Revoke and replace a lost key. Use the API reference for integration and webhook instructions.

Fleet, Pending jobs, Completed jobs, Inventory and Sails provide CSV tools where your access permits them. Use each page's own template because their column names differ.

1. Open the destination page and choose Import.
2. Download its current template and keep the column headings unchanged.
3. Fill in the rows. Use enabled boat IDs where required, such as rs-zest, rather than a display name. Completed-job imports also need enabled maintenance IDs; separate multiple instructors with a semicolon.
4. Upload the CSV and review the preview or validation messages. Correct invalid rows before continuing.
5. Resolve duplicate prompts carefully and confirm the import.
6. Check the resulting records in the page.

Inventory and Sails offer Skip, Update existing and Add as new for conflicts. Use Add as new only for a genuinely separate item. Fleet has its own duplicate choices. If an import fails, check what saved before importing the whole file again.

Before a large update, export the existing records for reference. Review the export's filters and row count; do not assume every export includes all club data. A CSV is useful for review, but is not a complete backup of photos, attachments or all record history.

Press ? in the app to see the shortcuts registered for your current page and account. Bindings can be customised, so use the overlay as the current reference.

Ordinary single-key shortcuts are suppressed while typing. Tab numbers can differ between administrator and staff pages.

For push notifications on a supported device, install FleetFixer on your Home Screen first, open the installed app, sign in, then use Enable push notifications and allow the device permission. Use Disable push notifications to turn them off on that device. If permission was blocked, change it in the device or browser settings before retrying.

Start with your club administrator for account, access and record questions. For a platform issue, use the FleetFixer contact page and include the club name, page, affected record reference, approximate time, device/browser and exact error message. A screenshot can help; omit passwords and API keys.