What gyms get
The Maintenance Tracker is an equipment register plus fault reporting and preventative maintenance. It is gated by the maintenance_tracker feature key — included on Engage, available to Lite and Core only as a gym override.
The moving parts
| Concept | Table | Notes |
|---|---|---|
| Equipment register | gym_equipment | Name, asset reference, category, manufacturer, model, serial, location, purchase and warranty dates, supplier, photo, status, QR token. |
| Faults | gym_equipment_faults | Severity low / medium / high / urgent, description, photo and video attachments. |
| History | gym_equipment_events | Append-only. Nothing overwrites previous activity. |
| Downtime | gym_equipment_downtime | Opened and closed automatically by status changes. |
Equipment status runs Operational → Fault Reported → Under Maintenance → Out of Service. Reporting an urgent fault takes the machine out of service automatically; choosing a lower severity clears that again.
Faults versus jobs
A fault is the report. Resolving it through resolve_equipment_fault creates the maintenance job that fixes it, so the two stay distinguishable in the history. Recurring preventative tasks create the next occurrence when completed.
QR codes
Every item has a unique QR token. Staff either scan it with the phone camera or use the in-app Scan QR button, which opens the equipment record straight away. Printed and downloaded labels both carry the QR code with the machine name, asset reference and location.
Naming convention
Equipment appears everywhere as Name · ASSET-REF, including in push notifications. If a gym reports confusing alerts, check the asset reference is filled in.
Notifications
Designated staff get pushes and in-app alerts for assigned jobs, urgent faults, upcoming and overdue maintenance, and completed work. A daily check raises due and warranty-expiry alerts.
Supporting a gym
- "We cannot see Maintenance" — check plan and overrides before anything else.
- "The QR code does nothing" — the scan resolves the token server-side; a token from another gym will not open, by design.
- "History is missing" — it is not deleted, it is append-only. Look at the equipment record's event list rather than the fault.