How do I track maintenance history and complete a maintenance record?

Requires Basic

Quick answer

The list in the Maintenance module doubles as the maintenance history: it shows every record with Asset, Title, Status and Scheduled Date. To complete a maintenance record, open it via the pencil icon, set Status to Completed, fill in Completed Date and, if applicable, Cost, and save.

Prerequisites

Required role Administrator, Manager or Technician

— any role may read records; changing them requires write access. Programmatically, changing a record needs an API token with the write scope.

Available in all tiers (part of the asset lifecycle).

Instructions

GUI (web interface)

1. View the history. Open Maintenance. The table lists all maintenance records for the tenant, sortable by Scheduled Date. The Asset column shows which device a record belongs to; the Status column shows its progress (Scheduled, In Progress, Completed, Cancelled).

   Screenshot pending wartung-historie-01 Maintenance list with the columns Asset, Title, Status and Scheduled Date

   The maintenance list doubling as history — with asset, status and date columns.

2. Open the record. Click the pencil icon (edit) in the row. The “Edit Maintenance Record” dialog opens with the existing values.

3. Complete and save. Set Status to Completed, fill in Completed Date and — if applicable — Cost and Performed By. “Save” writes the change back; the row shows the new status.

   Screenshot pending wartung-historie-02 'Edit Maintenance Record' dialog with status set to Completed, completion date and cost filled in

   Completing a maintenance record: recording status, completion date and cost.

API (curl)

Read history — GET /api/v1/maintenance returns all maintenance records for the tenant (sorted by scheduled_date). Filter for a specific asset via the asset_id field:

List maintenance records

curl -H "Authorization: Bearer inv_dein_token" \
  https://demo.notory.io/api/v1/maintenance

Complete a maintenance record — a PUT to /api/v1/maintenance/{id} with the changed fields (scope write):

Mark maintenance as completed

curl -X PUT https://demo.notory.io/api/v1/maintenance/c7d2b0a1-4e5f-4a99-b3c8-1d2e3f4a5b6c \
  -H "Authorization: Bearer inv_dein_token" \
  -H "Content-Type: application/json" \
  -d '{
    "status": "completed",
    "completed_date": "2026-08-15",
    "cost": 89.90,
    "performed_by": "M. Schröder"
  }'

Response (200 OK, abridged)

{
  "id": "c7d2b0a1-4e5f-4a99-b3c8-1d2e3f4a5b6c",
  "asset_id": "a2f1c9e4-7b3d-4a11-9c2e-8f6b1d0a7e55",
  "title": "Lüfter reinigen, Firmware-Update",
  "status": "completed",
  "scheduled_date": "2026-08-15",
  "completed_date": "2026-08-15",
  "cost": 89.9,
  "performed_by": "M. Schröder",
  "updated_at": "2026-08-15T14:05:11Z"
}

Possible errors: 401 (token missing/invalid), 403 (no write access), 404 (record not found), 422 (validation).

What happens behind the scenes?

• Status flow: The status can be set freely — the usual progression is Scheduled → In Progress → Completed; Cancelled ends a date without it being carried out. Notory does not enforce a fixed order.
• Completion date isn’t automatic: Setting the status to Completed does not automatically fill in completed_date — enter it yourself so the history stays accurate.
• Audit trail: Every change is logged (editor, timestamp, IP).
• Deleting is reserved for administrators: Via the trash icon or DELETE /api/v1/maintenance/{id}, an administrator removes a record permanently.

Related topics

• How do I schedule maintenance?
• Maintenance & Operations — Overview
• Dashboard metrics — the “In Maintenance” tile
• API getting started