How to log a maintenance request with a photo

In this guide, we'll show you how to log a maintenance request in ClubPilot, how to add a photo, and how to follow the job until it's fixed. We're using a club manager's view. Take your time, and pause whenever you need to. Start by opening Maintenance from the menu on the left. You'll see the open jobs for your club. Anything urgent is shown in red, with how long it's been waiting. To report something new, click New request. The form only needs three things: the club, the item, and the problem. Everything else is optional, so a report never has to wait. First, the request type. Repair or maintenance is for something broken or worn out. New equipment purchase is for buying something new, and that goes to an administrator for approval. This one is a repair, so we'll leave it as it is. Check the club is right. If you look after more than one club, choose it here. In Asset or equipment, name the item so anyone can find it on the floor. Include the number on the machine if there is one. We'll type, Spin bike twelve. If you can see a serial number, you can add it too. It's optional, so skip it if it's hard to find. Now, What's wrong. Describe the fault in plain words. Say what's happening, when it happens, and whether it's safe to use. That helps whoever fixes it bring the right parts. Then choose the priority. Routine is the default. High is for something that needs attention soon. Urgent is only for anything unsafe, or that stops the club operating. A grinding pedal that slips under load is a safety risk, so we'll choose High, and tape the bike off. If you already know who should fix it, when it's due, or have a supplier link, click Add more details. You can leave these for your manager to fill in. Now add a photo. A clear photo saves a lot of back and forth. On a phone, tap Use camera to take one straight away. On a computer, click Attach file, and choose the picture. The photo is attached to the request. Large phone photos are made smaller automatically before they upload. Check everything once more, then click Create job. Done. ClubPilot creates the job, gives it a job number, and adds it to the list straight away. Your manager is alerted, so you don't need to send a separate message. The job opens straight away. Here you can see the fault, the priority, the status, the photo, and the full history. You can open it again any time by clicking it in the list. If anything changes, type an update, and click Add update. For example, that the bike has been taped off and moved to the back wall. Everyone responsible can see it, so nobody needs to chase by text. As the job moves along, the status changes, from Requested, to In progress, and finally Completed. Each change is added to the history, so you can always see where it's up to. When the repair is finished and checked, Mark complete closes the job in one tap. One last tip. Log one job for each fault. If two things are broken, create two jobs, so each one can be tracked and closed properly. That's it. Open Maintenance, click New request, name the item, describe the problem, choose the priority, add a photo, and click Create job. Thanks for watching. This recording uses a fictional business.