How do safety, maintenance and repair records work for equipment?
Short answer
Every asset keeps a ledger of service records — safety, maintenance or repair — each with a pass, fail or needs-repair result. A record can lock the asset so it cannot be checked out until the issue is cleared.
On this page
Service records are the compliance trail on a machine. Each one is stamped against the asset with a type, a result, who performed it and the meter reading at the time, and it can change whether the machine is available for work at all.
Record types and results
| Field | Values |
|---|---|
| Record type | safety, maintenance, repair |
| Result | pass, fail, needs_repair |
Alongside those, a record can carry the employee who performed it, the reading at service, free-text notes, and a form payload — the checklist your safety app defines (brakes, lights, hydraulics and so on). The form structure is set by the app, so it can match your real pre-use inspection sheet.
Status flow
pass -> asset normally stays Active
fail -> asset is usually locked, so it cannot be checked out
needs_repair -> app decides: lock now, or flag for schedulingThe record itself can set the status explicitly to Active or Locked. When the status actually changes, WorkSkedge raises a status-changed event carrying the reason and the service record that caused it — which is what puts a hold on a machine straight after a failed inspection.
Notes and limits
- If a record does not set a status, the asset's status is left alone. Submitting a failed inspection does not automatically lock a machine unless that behaviour is configured in the app submitting it.
- A locked asset cannot be checked out until it is set back to Active, either directly or by a later passing record.
- Records are listed per asset and can be filtered by type and result, so "every failed safety check on this excavator" is a one-line query.
- Service history stays on the asset even if you unlink it from its Price Book rate or delete the rate.
Common errors
| What you see | Why | Fix |
|---|---|---|
| Machine cannot be checked out after an inspection | The record locked it | Clear the fault and set the asset back to Active, or submit a passing follow-up record that unlocks it |
| Failed inspection did not stop the machine | The record did not set a status | Configure the safety app to lock on a fail result |
| Maintenance interval missed | No reading was captured at service | Record the reading at service so hour-based intervals can be tracked |
Frequently asked questions
What kinds of service records can I keep?
Three types — safety, maintenance and repair — each with a result of pass, fail or needs repair, plus notes, the performing employee, the meter reading and a custom checklist payload.
Does a failed inspection automatically take the machine out of service?
Only if the record sets the status to locked. If no status is set, the asset keeps its current status, so safety apps normally lock on a fail.
How do I put a locked machine back in service?
Set the asset back to Active, either directly on the asset or through a later passing service record that sets the status back.
Can I see all failed safety checks for one machine?
Yes. Service records are listed per asset and filter by record type and result.
Are inspection checklists fixed?
No. The checklist payload is flexible, so the app you inspect with defines the fields to match your own pre-use sheet.
Was this article helpful?
More in Equipment & Assets
Still stuck?
Send us the article name and what you expected to happen.
Last verified September 1, 2026