Periodic Maintenance — Calendar, Reminders, and Legal Requirements

The Periodic Maintenance module manages all periodic maintenance (elevator, fire extinguisher, natural gas installation, water tank, generator, lightning rod, etc.) that are legally and operationally required at the complex in a single calendar. You define maintenance once in the system, next dates are automatically calculated, upcoming maintenance appears in the top cards, and when you say "Done," the history is recorded and the next date is updated.

Where to open?

From the left menu, Management → Periodic Maintenance. At the top:

• KPI bar (4 cards): Total / Expired (red) / Upcoming (14 days) (yellow) / Last 30 Days Done (green).
• Filter area: Search + Status dropdown (All Statuses / Expired / Today / Upcoming / Planned).
• Card grid: all existing maintenance appears as cards.
• New Maintenance button — purple at the upper right.

1. Create a new maintenance record

Press the New Maintenance button. The modal opens:

Maintenance information

• Maintenance Name — required; descriptive name (e.g., "A Block Elevator Maintenance" / "Fire Extinguisher Check — Complex-Wide").
• Maintenance Type — system-defined type selection from the dropdown list (14 standard: Elevator, Fire Extinguisher, Natural Gas, Water Tank, Generator, HVAC, Lightning Rod, Pump, Booster, Laundry, Roof, Paint, Garden, General). Types with legal requirements are marked with the ⚖️ (legal scales) icon. If left empty, it is considered "General."
• Period (days) — required; the interval of maintenance repetition. Automatically filled when the Maintenance Type is selected (e.g., 30 days comes when Elevator is selected); you can change it manually. Default 365 days.
• Warning (days before) — default 14. The system gives a warning this many days in advance (falls into Upcoming KPI).

Dates

• Start — the date the maintenance was first done (or will be done).
• Next Date — if left empty, the system automatically calculates (Start + Period). You can also enter a different date manually.

Responsible

There are two options:

• Responsible (registered) — to select a registered person/firm in the system (search by typing). E.g., if "Çelik Elevator Service" is registered as an account, it is selected here.
• Responsible Name (if not registered) — free text field if not registered (e.g., "Master Plumber Ahmet").

Filling one of the two is sufficient. The responsible party is automatically marked as the maintenance performer in the "Done" flow.

Description + Visibility to residents

• Description / Note — maintenance details, reminders (e.g., "Request invoice after maintenance").
• Residents can see this maintenance — if the switch is on, the maintenance is reflected as a calendar event on the resident panel. Turn it on to inform residents about elevator/fire maintenance.

2. Reading the maintenance card

On each maintenance card, the following are visible:

• Type icon (colored circle) at the upper left.
• To its right, maintenance name.
• Status badge — Expired (red) / Today (yellow) / Upcoming (yellow) / Planned (blue).
• Type badge — blue label (e.g., "Elevator").
• LEGAL badge — red for maintenance types with legal requirements (like elevator, fire, natural gas, lightning rod).
• Three-dot menu at the upper right: Detail / Done / Edit / Delete.
• Below, next maintenance date and remaining days.

3. "Done" — marking maintenance as completed

When maintenance takes place, press Done from the card's three-dot menu. In the window that opens:

• Date Done — default today, you can change it.
• Performer — automatically shows the responsible party, you can change it.
• Notes — findings during maintenance, deficiencies, new parts (e.g., "2 extinguisher refills were done, one had exploded, a new one was purchased").
• Invoice / Amount information (optional) — reference for later recording in the Expense module.

Upon confirmation:

1. A record is added to the maintenance history (who/when/notes).
2. The next date is automatically updated (date done + period).
3. The status badge becomes green "Planned," and the "Last 30 Days Done" counter in the KPI bar increases.

4. Maintenance history (detail page)

Press Detail from the card's three-dot menu. On the detail page, all history of the maintenance appears as a timeline:

• Each row: date done + performer + notes.
• Most recently done at the top, older dates at the bottom.
• Notes are important for tracking maintenance quality — retains context like "there was noise in the door motor last time, resolved this time."

5. Filters — which maintenance do you see in daily work?

• Expired filter — maintenance requiring immediate intervention (red). Appears sorted in the list.
• Upcoming (14 days) + Today — maintenance that needs to be done in the next 2 weeks. Time to remind the responsible party.
• Planned — long-term maintenance; visible for informational purposes.

6. Edit or Delete

Press Edit from the card's three-dot menu — the same as the new maintenance form opens with current values. Delete hides the maintenance from the system (history records are kept for audit).

Practical suggestions

• Add all 14 standard types one by one at complex opening — elevator/fire/natural gas/water tank/generator. Adjust the period according to your contract.
• Be sure to specify the responsible party — know who to call when maintenance approaches. It is practical to enter supplier/technician information into the Phone Directory module and select it as an account here.
• Fill in the notes after marking as done — you know where to look if you experience an issue before the next maintenance.
• Before the annual general assembly, do bulk Expired + Upcoming maintenance — be ready for audit.
• Open maintenance shared with complex residents (like elevator/fire) with the "Residents see" switch — visible on the calendar, questions decrease.

Next step

To manage residents' vehicles and parking arrangement, go to the next article — the Vehicles module.