vemix.ioMaintenance items
Keep lab equipment, measuring instruments, IT systems, backups or databases with their own ID, category, location, criticality and owner. Items can be nested, taken out of service or retired.
Module · Maintenance
Maintenance that does not get forgotten.
vemix plans recurring maintenance, checks and calibration, assigns them to owners and tracks every due date through to completion. Analytical balance, biosafety cabinet, certificate or backup: every due date becomes a work order in the task inbox, and overdue work stays visible.
- Lab equipment, instruments and IT
- Evidence via the QM module
- Works without QM too
2 modes
fixed calendar rhythm or from actual completion
1 order
per due date, so any backlog stays visible
SOP + QM
revision pinned at start, evidence linked
Capabilities
From the device to the evidence, in one module.
Items, schedules and work orders interlock: you describe once what has to be done regularly, and vemix makes sure it reaches the right person at the right time.
Schedules with intervals
Any number of schedules per item: every n days, weeks, months or years, either on a fixed calendar rhythm or counted from the actual completion. You set the assignee and deputy per schedule.
Automatic work orders
A daily run turns every due schedule into a numbered work order. Each due date gets exactly one order, even if an earlier one is still open, so any backlog stays visible.
Reminders & escalation
Orders appear in the central task inbox and the daily digest, ahead of time and on the due date. If an order is left lying, an escalation goes to the item owner after the period you set.
Evidence via QM
Link a schedule to an SOP and a form type from quality management. When work starts, the order pins the effective SOP revision, and you create the form straight from the order. Optionally, an order can only be completed once its evidence is closed.
Traceable history
Every change to an item, schedule or order is recorded with old and new value, as are start, completion, cancellation with a reason and reassignment. Skipped dates are noted; nothing is moved silently.
Roles and permissions
Maintenance admin, user and viewer. Users only carry out their own orders or those they cover as deputy, strictly separated per workspace.
AdminUserViewer
Scheduling modes
Fixed rhythm or from completion.
The calibration was done six weeks late. What that means for the next due date is something you set per schedule.
Calendar rhythm
e.g. statutory inspectionThe date is tied to the start date. A delay shifts nothing; the next order is created as planned.
If an order stays open, the following ones are still created, so the backlog stays visible.
From actual completion
e.g. calibration intervalvemix calculates the next due date from the real completion date and creates the follow-up order.
A back-dated completion day counts. Skipped dates are recorded in the history.
Workflow
From the device to a documented completion.
The maintenance module controls what has to be done, when and by whom. Controlled instructions, forms and formal reviews stay in quality management, and maintenance references them. Without the QM module it works just as well, with the result and a closing note recorded on the order itself.
- 01
Create the item
Record the device or system with its ID, category (IT system, backup, database, lab device, measuring device or other), location, criticality and owner. An external reference points to the vendor console, asset ID or manual.
- 02
Define the schedule
Describe the recurring task: interval, first due date, scheduling mode, assignee, deputy and reminder days. Optionally link an SOP and form type from QM and decide whether QM evidence is mandatory.
- 03
The order is created
Once a due date falls within the lead time, vemix creates the work order with a number, target date and assignee. It lands straight in the assignee's task inbox; the deputy sees it marked as on behalf.
- 04
Carry it out
The assignee starts the order, which pins the SOP revision effective at that moment. From the order you create the matching QM form, which is linked automatically once created.
- 05
Complete it
Close the order with the result "no defects" or "defects found" and a note, optionally with a back-dated completion day. If defects were found, create a QM deviation right away and link it to the order.
- 06
Next due date
In calendar mode the fixed rhythm stays in place and a delay shifts nothing. In "from completion" mode vemix calculates the next date from the actual completion and creates the follow-up order.
Without the quality management module, maintenance works just as well, with the result and a closing note recorded on the order itself.
In detail
What the maintenance module does.
Items
- Own ID, category, location, description and external reference
- Criticality low, medium, high or critical
- Status active, out of service or retired; retired items create no further orders
- Parent and child items, such as a system and its components
- Detail view with all schedules, orders and the history
Schedules & dates
- Intervals in days, weeks, months or years
- Calendar rhythm from the start date, or next date counted from actual completion
- Valid until an end date; pause and resume at any time
- Reminder days per schedule, otherwise from the module settings
- Escalation to the item owner after a configurable overdue period
Work orders
- Sequential numbers in the format WA-YYYY-####
- Status open, in progress, done or cancelled
- Overview with open, overdue, closed and all tabs; filters by item, assignee, period and "mine only"
- Reassignment by maintenance admins, cancellation only with a reason
- At most one order per due date, even across repeated runs
Task inbox & daily digest
- Open orders in the cross-module task inbox
- Daily digest on reminder days, on the due date and when overdue
- The deputy receives the same notices, clearly marked
- One escalation email per order
- Links in emails and the inbox open the order directly
Connected to QM
- SOP from the QM library, revision pinned when work starts
- Create a QM form straight from the order and link it automatically
- Link existing QM records by number
- Mandatory evidence: completion only with a closed QM record
- Create a deviation from the order, also after a finding with defects
Permissions & traceability
- Roles maintenance admin, user and viewer
- Users only carry out their own orders or those they cover as deputy
- Change history with field, old and new value for items, schedules and orders
- Strict separation per workspace
- Formal signatures and the audit trail stay with the linked QM record
Integrated
Maintenance and quality work hand in hand.
Staff see their work orders in the same task inbox as all their other tasks.
Maintenance
What is due, when, and who does it?
- Items and schedules
- Due date, reminder, escalation
- Work order with result
Quality management
How is it done and proven?
- SOP with controlled revision
- Form and evidence with signature
- Deviation and audit trail
Maintenance says when something is due; quality management says how to do it and prove it. SOP, form, evidence and deviation remain QM records with signatures and an audit trail, and the work order references them. Staff see their orders in the same task inbox as all their other tasks.
FAQ
Frequently asked questions
Which devices and systems is the module suited to?
Anything that needs regular maintenance, checks or calibration: lab equipment such as balances, pipettes, biosafety cabinets and fridges, measuring instruments, but also IT systems, certificates, API keys, backups and databases. You set the category per item.
Do I need the quality management module?
No. Without QM you close orders with a result and a note directly in the maintenance module. With QM you link SOPs and forms, create evidence and deviations from the order and can make completion depend on closed evidence.
What happens when maintenance is overdue?
The order stays open and shows as overdue in the overview, the task inbox and the daily digest. vemix never moves or closes anything automatically. After the period you set, a one-off escalation goes to the item owner. In calendar mode the following orders are still created so that the backlog stays visible.
Does vemix control the devices or perform maintenance?
No. The module plans, reminds and documents. It does not read device data, rotate keys or replace asset or spare-parts management.
Is the module suitable for GMP-relevant maintenance?
The maintenance module plans work and records changes traceably. You keep GMP-relevant evidence in the linked QM form, where the electronic signatures and audit trail of quality management apply; they support the requirements of 21 CFR Part 11 and EU GMP Annex 11. Validation for your intended use remains your responsibility.
Get your maintenance plans out of the spreadsheet.
Try vemix for free, add your first devices and schedules and let the work orders arrive in the task inbox on time.