The Equipment page & maintenance
Once you track gear as equipment items, the Equipment page gives you one fleet-wide view of all of it — every unit across every product and boat, with a board at the top showing what's due for service. This page also explains maintenance plans (the recurring service rules that drive those due warnings) and how equipment ties into your dive boats.
Who can access this: requires the Equipment (read) permission and the Equipment module. Completing maintenance needs Equipment (update). Read access is granted by default wherever dive-boat access is.
The Equipment page
Open Master Data → Equipment. It has two parts: a due board at the top and the full registry below.
Equipment page with the overdue/due-soon board above the item registry
The due board has two lists:
- Overdue (red) — everything past its service point.
- Due soon (orange) — everything coming up within the reminder window.
The board always reflects your whole fleet, regardless of the filters below it, so nothing slips through. Each row shows the task title, a clickable item reference, and a due-state chip; click the item to view it. A Complete button on each row opens the Record maintenance dialog (pre-seeded with that task).
The registry lists every item with its Item No., Name, Product, Boat (if linked), Status, Serial No., and Next due. Filter it by:
- Product — one Individual-Item product.
- Boat — items linked to a particular boat (shown only when the Dive Log module is on).
- Status — Active, In maintenance, Out of order, Retired, or Lost.
- Asset — the resort, vessel, or dive center that owns the item.
Filters combine, and overdue rows are highlighted. Print produces a print-friendly sheet, and a CSV button exports the filtered list.
Note: The CSV export button only appears when the filtered list has fewer than 150 items. Narrow the list with the filters above to bring the export back within reach — a wider export isn't available in this version.
Maintenance plans
A maintenance plan is a set of recurring rules that tell Gurita when a unit is due for service. You edit the plan on the item itself (and, for boats, on the boat — see Boats and equipment). Add a rule with Add rule:
| Field | What it does |
|---|---|
| Title | What the service is — e.g. "Annual inspection", "Engine oil change". |
| Type | Scheduled, Repair, or Inspection. |
| Interval | A number plus a unit: Days, Operating hours, or Usages. The rule falls due one interval after it was last done. |
| Active | Switch a rule off to pause it without deleting it. |
A rule can be time-, meter-, or usage-based. "Service every 365 days", "every 100 operating hours", "every 500 usages" — each becomes due when that much has passed since the last completion.
Every rule shows a Next due chip:
| Chip | Meaning |
|---|---|
| OK | Not due yet. |
| Due soon | Coming up — within 30 days, 10 operating hours, or 5 usages of the due point. |
| Overdue | Past the due point. |
| No plan | The item has no active rules. |
Note: The due-soon window for dates is configurable. An administrator can change it from the default 30 days with the
maintenance.dueSoonDayssetting under Configuration. The operating-hours (10) and usages (5) windows are fixed.
Recording and completing maintenance
When the work is done, use the Record maintenance flow to log it. This single dialog records the work details (date, cost, who did it, parts used) and immediately marks the job as complete — resetting the rule's cycle so its next due date (or hour/usage target) rolls forward by one interval.
You can start the flow from three places:
- From the item dialog — click + Record maintenance on the Service history header. The dialog opens empty; pick the rule or record you're completing from the Fulfills rule dropdown (or leave it blank for a standalone entry).
- From the due board — click Complete on any overdue or due-soon entry. When it's a rule-based entry, the dialog opens pre-seeded with that rule; when it's a one-off record, it closes directly without the dialog.
- From the registry — click the wrench icon on any row in the product Items tab or the Equipment page registry. Same flow as #1.
The Record maintenance dialog asks for:
| Field | What it does |
|---|---|
| Fulfills rule | Optional. Pick one of this item's active maintenance plan rules, or leave blank to just log work that doesn't reset a rule. |
| Date | When the work was done (defaults to today). |
| Type | Scheduled, Repair, or Inspection. |
| Title | What the service was (e.g. "Annual inspection"). |
| Cost | Optional price with currency. |
| Performed by | Optional: who did the work. |
| Notes | Optional free text. |
When you confirm, Gurita writes the record into the item's service history, marks it Done, and resets the selected rule's cycle (if you picked one) so its next due date rolls forward by one interval.
Record maintenance dialog with Fulfills rule, Date, Type, Title, Cost, Performed by, and Notes fields
Maintenance reminders
Gurita checks once a day for maintenance that has just become Overdue or Due soon, and can email a reminder the first time each task crosses that line:
- Equipment maintenance due — for equipment items.
- Boat maintenance due — for boat-level tasks (the same notification dive boats have always used).
Turn these on under Notification settings (both are off until you enable them).
Boats and equipment
Dive-boat parts are equipment too, so a boat's engines, electronics, and safety gear are managed as linked equipment items. On the boat editor (Dive → Dive Boat, open a boat):
The Components tab lists the boat's linked items. You can:
- Link existing item — attach an item you already track.
- Create here — make a new item (you pick its product first) already linked to this boat.
- Unlink — detach an item. Unlinking keeps the item; it just removes the link to this boat.
Boat Components tab listing linked equipment items with link and unlink actions
The Maintenance tab shows one combined list: boat-level tasks and the linked items' tasks together. Each entry is tagged to show whether it applies to the whole boat or to a linked component (labelled with the item, e.g. "Engine service — Port engine · YAM-0001"). The boat's own recurring maintenance plan rules sit above the list. Hour-based rules on a linked item use the boat's engine hours automatically, so you read the meter in one place.
Note: Service history from before the switch to Equipment stays visible in a read-only Archive section at the bottom of the Maintenance tab. Those old entries can be read but not edited; new maintenance goes through the system described above. See Boat Maintenance.
The Equipment module
Equipment is a Premium module in the Diving category, switched on under Settings → Active Modules. It replaces the former Boat Maintenance module — any company that had Boat Maintenance switched on gets Equipment automatically, and the old boat data stays readable. Nothing is migrated for you: to bring existing boat components into the new system, re-create them by hand as products with individual items and link them to the boat.
Access is controlled by the Equipment permission group, which covers both the items and their maintenance records.