Completing Maintenance Tasks

Learn how to mark maintenance tasks as complete, add notes and photos, record who performed the work, and manage missed tasks.

Mark tasks complete and track your maintenance history

When a maintenance task is due, your team needs to record its completion. ChairPulse provides several ways to do this depending on your workflow -- from quick completions on the calendar to detailed logging with notes, performer tracking, and photo evidence.

Where to complete tasks

You can complete maintenance tasks from multiple locations in ChairPulse:

Location	How to access	Best for
Day view	Maintenance > Day view > Mark Complete button on task card	Completing today's tasks one by one
Week view	Click a day header to open Day Details Sheet > Mark Complete	Reviewing the week and catching up
Month view	Click a day cell to open Day Details Sheet > Mark Complete	Finding and completing a specific date's tasks
Task Details Sheet	Click a task in List view > Mark as Complete button	Viewing full task details before completing
Record Maintenance dialog	Maintenance page > for manual logging	Recording past maintenance with full details

Completing a task from the calendar

Navigate to the task

Open the Maintenance page and switch to Day, Week, or Month view. Find the task you want to complete. In Day view, tasks are listed directly. In Week and Month views, click the day to open the Day Details Sheet.

Click Mark Complete

On the task card, select the Mark Complete button (green button with a checkmark icon). The button text reads "Mark Complete" in the Day view and Day Details Sheet.

Confirm completion

The task completion dialog opens, allowing you to select who performed the task, enter notes, and add photo evidence. Fill in the required fields and confirm.

After completion, a confetti animation plays and a success toast notification appears: "Maintenance event recorded successfully".

Task Details Sheet

Clicking a task in the List view opens the Task Details Sheet -- a slide-out panel on the right side of the screen that shows comprehensive information about a maintenance schedule.

Information displayed

The Task Details Sheet contains:

Equipment name (or "General Task") as the sheet title
Status badge -- Color-coded badge showing Overdue, Due today, Due soon, On track, or No history
Task description -- The maintenance task to be performed
Metadata grid with:
- Frequency -- How often the task repeats (e.g., "Weekly")
- Room -- Where the equipment is located
- Next Due -- The next due date (e.g., "Mar 15, 2026")
- Assigned To -- The team member responsible for this task

Available actions

Button	Description
Mark as Complete	Green button to complete the task. Opens the completion flow.
Edit Schedule	Opens the schedule editing dialog to change frequency, assignee, or other settings
View Linked SOP	Navigates to the linked Standard Operating Procedure (only shown if an SOP is linked)
Edit icon (pencil)	Quick access to the edit dialog from the top-right corner

Recording maintenance with full details

For more detailed logging (especially useful for recording past maintenance or external technician work), use the Record Maintenance Event dialog:

Open the Record Maintenance dialog

This dialog can be accessed from the maintenance completion flow.

Select Equipment

Choose the equipment from the Equipment dropdown. The list shows all equipment with their room locations.

Select Maintenance Task

After choosing equipment, a Maintenance Task dropdown appears showing all active schedules for that equipment. Select the task that was completed.

Set the Performed Date

Enter the date the maintenance was actually performed. Defaults to today.

Identify who performed the maintenance

Choose between:

Team member -- Select from your staff list
External technician -- Enter the technician's name manually

Identify who is logging this

Select the team member who is recording this maintenance event.

Add notes (optional)

Enter any relevant notes about what was done, findings, or issues discovered.

Click Record Maintenance

Select Record Maintenance to save. A success notification confirms the event was recorded.

Task status transitions

Maintenance tasks move through statuses based on their due dates and completion state:

pending --> due_soon --> due_today --> overdue
                                        |
         completed <--------------------+
                                        |
         missed -----> excused ---------+

Status	Meaning
Pending	The task exists but is not yet due
Due soon	The task is due within the next 7 days
Due today	The task is due today
Overdue	The due date has passed without completion
Completed	The task was marked as complete (may be flagged as "Late" if completed after the due date)
Missed	The task was not completed and the due date has passed; appears in the Missed Tasks tab
Excused	An admin or manager marked a missed task as excused with a reason

When a task is completed late (after its due date), it is flagged with a Late badge in the activity history. The task is still recorded as completed, but the late flag helps you track on-time performance.

Managing missed tasks

Tasks that pass their due date without being completed appear in the Missed Tasks tab on the Maintenance page.

Excusing a missed task

Admins and managers can excuse a missed task to acknowledge it was intentionally skipped:

Go to the Missed Tasks tab

Open Maintenance and select the Missed Tasks tab. The tab shows a count badge with the number of outstanding missed tasks.

Add a reason or excuse the task

For each missed task, you can:

Add a reason -- Explain why the task was missed (e.g., "Office closed for holiday")
Excuse the task -- Mark it as excused, which removes it from the missed count

Only users with the admin or manager role can excuse missed tasks. Staff members can add reasons but cannot excuse tasks.

Bulk excusing

You can excuse multiple missed tasks at once:

Select missed tasks

Use the checkboxes next to each missed task to select the ones you want to excuse.

Enter a reason and confirm

Enter a reason that applies to all selected tasks, then confirm the bulk excuse action.

Activity history

The Recent Activity tab on the Maintenance page shows a log of completed and excused tasks. You can filter by:

Time period -- Last 7 days, Last 30 days, Last 90 days, or This year
Equipment -- Filter to a specific piece of equipment
Status -- All, Completed only, or Excused only

Click any activity row to open the Activity Detail Sheet, which shows:

Task description and status badge (Completed or Excused)
Equipment name and location
Due date and completion/excused date
Timing indicator (On time, or how many days late)
Who completed or excused the task
Notes or reason
Completion photos (if any were attached)

Use the Recent Activity tab to audit your team's maintenance completion rate. Filter by the last 30 days and review the timing indicators to identify tasks that are consistently completed late.

Maintenance Overview -- Full overview of the Maintenance module
Calendar View -- Navigating tasks with Day, Week, and Month views
Room View -- Viewing schedules organized by room
Task Templates -- Setting up tasks from pre-built templates

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Last updated Mar 13, 2026

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