Start with a repeatable record
Use the equipment stock reference on every entry. Keep observations distinct from proposed repairs, and retain previous entries instead of overwriting them. Describe symptoms in plain language: where the problem occurs, when it happens and any relevant circumstances.
- Item reference and date reported
- Observed fault, condition and supporting photos
- Work required and priority
- Assigned internal or service contact
- Repair status, completion notes and recorded costs
- Relevant inspection, certificate or next service date
Keep availability separate from the repair note
An item being physically in the store does not make it ready to use. Record the appropriate hold or quarantine status while a fault is investigated. Keepalto connects fault reports and repair instructions to the equipment profile so staff can review the reason before the next handover. Recording a job as complete is not independent proof that equipment is safe.
Give the person doing the repair useful context
Review open faults and previous work before the service visit. Explain the symptoms and required investigation rather than making an unsupported diagnosis. Keepalto records the assigned contact internally; it does not automatically dispatch a contractor or provide an external repair-company portal. Share relevant information through your existing communication process.
Use due dates without promising compliance
Record applicable certificate, inspection, PAT and service dates with supporting documents. Requirements vary by equipment and location; Keepalto is a record-keeping tool, not a safety certification service. Review the calendar and required checks as part of your team's normal process. Try reporting a fault against a fictional item in the free demo before adding real business records.