Machines and equipment wear out not so much based on time, but rather on how much they are used and how they are operated. Yet most maintenance plans implemented by OEM service teams continue to be based on fixed schedules or on the time elapsed since the last service visit.

The result?

Service teams are stepping in when it's not necessary, which leads to avoidable costs. Interventions are driven by emergencies, which requires extra time for continuous replanning. Problems are only addressed after they have caused damage, leaving customers unhappy and putting contract renewals and upselling opportunities at risk.

To overcome these issues, we’ve introduced usage-based actions and work order management.

Usage-based actions: step in when it's actually needed!

With usage-based actions, your service teams' interventions are suggested based on the machine's usage data: operating hours, units produced, liters dispensed, or any other metric that truly reflects how much the machine, or one of its components, is wearing down.

As soon as a machine or component reaches the defined usage threshold, the DPS automatically generates a maintenance task. This task appears in the Control Room - the dedicated portal for service teams - along with the reason it was created, the deadline for completion, and any required spare parts.

From usage-based actions to efficient work order management

Usage-based actions can easily turn into a to-do list that's hard to keep track of. That's why we also introduced work order management: a tool that helps you organize and monitor all generated actions, so they don't turn into a scattered, hard-to-manage list.

A work order is a digital document that brings together, in one place, what needs to be done, who needs to do it, how much time it will take, and which spare parts are needed to complete the task.

Within the DPS, every work order follows a clear path. It is created, approved, carried out, and finally closed by different users based on their roles and responsibilities. For example, the Service Manager oversees and approves the work order, while the technician takes it on, reassigns it, or carries it out, logging every activity so it can be shared with other technicians and with the customer.

What changes with the integration between usage-based actions and work orders

Once created, a usage-based action can be added by the technician directly to a work order, bringing key benefits:

• Lower costs: maintenance activities covered by a paid contract are carried out only when needed, eliminating unnecessary interventions and reducing costs.
• More collaboration and transparency: Tracking activities and spare parts improves the exchange of information between technicians, who often communicate in an unstructured, verbal manner, and gives customers full visibility into what has been done.
• Greater efficiency: the technician arrives at customers' sites knowing what to do because actions, tasks, and spare parts are already defined and organized, so he doesn’t waste time figuring out the context.
• Higher customer satisfaction: interventions based on the machine's actual condition reduce the risk of anomalies and downtime, increasing customer trust in the service team and, in turn, in the brand.

How to set up usage-based actions and work orders

Usage-based actions are configured in the Actions section of the Servitly No-Code Console. An action defines a task that the DPS user (e.g., customers, service teams, or other partners) should perform and the reason for performing it, such as ensuring uptime or OEE.

Work orders are also configured in the same Actions area: simply set the permissions for the users involved (Service Manager, technicians, other partners), with no extra development effort. You can also customize additional options, such as including the list of spare parts.

Work orders are configured in the same Actions area. Simply set the permissions for the involved users (Service Manager, technicians, and other partners) with no extra development effort. You can also customize additional options, such as including a list of spare parts.

Would you like to see how usage-based actions and work orders can simplify your day-to-day maintenance management and reduce costs?

Book a demo with our team.

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