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Help centre

Short, step-by-step guides for the things you do every day.

Take the guided tour

Get started in 10 minutes

From a new account to your first fault report.

  1. Register your facility and wait for approval (you get an e-mail).
  2. Sign in and add your departments and rooms under Inventory – or import an Excel list under Data management.
  3. Add your equipment (Equipment register → Add equipment, or Quick register with a photo).
  4. Print the QR stickers (Documents) and stick one on each device.
  5. Scan a sticker with your phone and report a test fault; it appears on your dashboard.

Add equipment and import lists

One at a time, from a photo, or from Excel, Word or PDF.

  1. Equipment register → Add equipment: name, department and room are enough to begin.
  2. Quick register: take a photo of the name plate and the details are read for you.
  3. Data management → Upload inventory: choose an Excel, CSV, Word or PDF file and say which department or room it goes to.
  4. Set the Year of manufacture, and tick Set when it is a set with a quantity.

QR stickers and reporting a fault

How a nurse reports a problem in 30 seconds.

  1. Print stickers from Documents → Stickers and stick one on each device.
  2. Anyone scans the sticker with the phone camera – no app and no sign-in.
  3. They describe the problem and (optionally) add a photo; it reaches the dashboard bell at once.
  4. You turn the fault into a work order from Fault reports.

Report faults (including old ones and several at once)

Equipment, structure and compound problems.

  1. Fault reports → Report a fault.
  2. Tick one or many pieces of equipment – use the department, room and search boxes to find them – and a separate fault is made for each.
  3. Choose Something else for structure, plumbing, electrical or compound problems.
  4. To record history, set the date reported and tick Already resolved with the date.

Work orders, approvals and parts

From open job to completed, with stock taken off.

  1. Work orders → New work order; choose the equipment, who does it and the due date.
  2. Tick Needs approval and a manager or the owner approves before work begins.
  3. Pick a contractor from Vendors if it is outsourced.
  4. Complete job: record hours, cost and the parts used from stock – the stock goes down by itself.

Preventive maintenance (PPM)

Dates, usage meters and automatic work orders.

  1. PPM schedule → Add schedule: equipment, task, how often, who does it.
  2. Tick Also due by usage for hours or cycles, and update the Reading from time to time.
  3. Leave Create work orders automatically on: a work order appears before each task falls due.
  4. Completing the work order (or marking the task done) moves the schedule on.

Stock and spare parts

Levels, red/amber/green, and where parts were used.

  1. Assets → Stock → Add item: quantity, minimum level, unit cost, supplier and expiry.
  2. Red means out of stock, amber means low, green means enough.
  3. Open Usage & breakdown to see what was used, by item, equipment or month.

Notes and e-mail reminders

Write things down, share them and be reminded.

  1. Notes → write a note in the box at the top.
  2. Choose Remind me by e-mail and pick the time; set it to repeat if needed.
  3. Share it with everyone or chosen team members – they see your name on it.
  4. Tick a note off when done (Undo is offered for a few seconds).

Add your team and set roles

Who can see and change what.

  1. Client access → add a team member with a role (Manager, Engineer, Technician, Viewer…).
  2. Give each person the lowest role that lets them do their job.
  3. Set the technician PIN and the data-management PIN under Client access.

Use it on your phone

Install it like an app.

  1. Android (Chrome): tap Install app at the top of the dashboard, or the menu → Install app.
  2. iPhone (Safari): Share → Add to Home Screen.
  3. It opens full-screen like any other app and needs an internet connection.

Still stuck? Write to hello@deqcmms.com.