How do I schedule maintenance?

Requires Basic

Quick answer

Open the Maintenance module, click “Add Maintenance Record”, choose the affected asset, give it a title and a scheduled date, and save. The record starts in status Scheduled. Only Asset and Title are required — everything else can be filled in later.

Prerequisites

Maintenance is part of the asset lifecycle and is included in all tiers — no separate module license is required.

Open the “Maintenance” module. Choose Maintenance in the left-hand navigation. You’ll see the list of all maintenance records. The “Add Maintenance Record” button is in the top right.

Screenshot pending wartung-planen-01 Maintenance list with the 'Add Maintenance Record' button highlighted in the top right

The maintenance overview with the 'Add Maintenance Record' button.
Fill in the form. The “Add Maintenance Record” dialog opens. Fill in at least the required fields:
- Asset ID — the UUID of the asset being maintained.
- Title — a short description of the maintenance work (e.g. “Clean fan, firmware update”).
Optional: Type (e.g. Inspection, Repair), Status (default: Scheduled), Scheduled Date, Completed Date, Cost, Performed By and Notes.

Screenshot pending wartung-planen-02 'Add Maintenance Record' dialog with the fields Asset ID, Title, Type, Status, Scheduled Date

The 'Add Maintenance Record' dialog. Asset and Title are required.
Save. Click “Save”. The record appears in the list immediately — by default in status Scheduled.

The same action via the REST API: a POST to /api/v1/maintenance with a bearer token (scope write). asset_id and title are required.

curl -X POST https://demo.notory.io/api/v1/maintenance \
  -H "Authorization: Bearer inv_dein_token" \
  -H "Content-Type: application/json" \
  -d '{
    "asset_id": "a2f1c9e4-7b3d-4a11-9c2e-8f6b1d0a7e55",
    "title": "Lüfter reinigen, Firmware-Update",
    "maintenance_type": "Inspektion",
    "status": "scheduled",
    "scheduled_date": "2026-08-15",
    "cost": 0,
    "performed_by": "IT-Team",
    "notes": "Vor Ort in Raum 2.14"
  }'

On success, the API responds with HTTP 201 Created and the created record:

{
  "id": "c7d2b0a1-4e5f-4a99-b3c8-1d2e3f4a5b6c",
  "tenant_id": "3d9b0c12-4e5a-4f88-b1c7-2a9e6d4f0011",
  "asset_id": "a2f1c9e4-7b3d-4a11-9c2e-8f6b1d0a7e55",
  "title": "Lüfter reinigen, Firmware-Update",
  "maintenance_type": "Inspektion",
  "status": "scheduled",
  "scheduled_date": "2026-08-15",
  "completed_date": null,
  "cost": 0.0,
  "performed_by": "IT-Team",
  "notes": "Vor Ort in Raum 2.14",
  "created_at": "2026-07-08T09:20:00Z",
  "updated_at": "2026-07-08T09:20:00Z"
}

Possible values for status: scheduled, in_progress, completed, cancelled.

Possible errors: 401 (token missing/invalid), 403 (no write access), 422 (validation — e.g. missing asset_id/title or a negative cost).

What happens behind the scenes?

Tenant assignment: The record automatically belongs to your current tenant (tenant_id) and is invisible to other tenants.
Audit trail: Creation and later changes are logged (creator, timestamp, IP) and appear, among other things, under the dashboard’s “Recent Activity”.
Bound to the asset: The record is attached to the specified asset. If the asset is deleted, its maintenance history is removed as well (cascade).
No automatic status change: A scheduled date stays Scheduled until you set it to In Progress or Completed yourself — see Maintenance history.
No automatic recurrence: Notory does not generate recurring maintenance from a single date. To model regular intervals, create a separate record for each occurrence.

Track maintenance history and complete a maintenance record
Maintenance & Operations — Overview
How do I create an asset?
API getting started — authentication, base URL, error codes