Your guide to success
Resources to help you realise greater value from Access Maintain.
Place or cancel ordersYou can request a contractor to complete repairs or other tasks by placing a callout to a specific location.
Raise odd jobsThe odd jobs feature allows you to create a list of tasks for a contractor and place a callout for them.
Log a visit to an orderAs a head office user or unit user you can log the visits for the engineers.
Place an order on holdYou can place orders on hold for further information from the unit managers.
Change response times after a callout has been raisedYou can change the response time on a callout before it is released to the contractor.
View visit details for a jobYou can view visit logs on jobs , including who logged in or out, GPS location details, and engineer information.
View Unit detailsAs a unit user you can find more information about the unit like upcoming PMV visits and site documents.
Add notes and photos to completed ordersOnce an order has been completed you can still add relevant notes
View completed and cancelled ordersYou can view completed orders for units and in-house orders, as well as cancelled orders.
Raise orders from mobile
Query an approved quoted orderAs an admin, you can query an approved quoted order and send it back to the contractor for additional information.
Change the budget for an orderYou can change the budget (accounting type) assigned to an order when it has been raised under the wrong category.
Check linked ordersView linked orders, such as quotes or remedials that originate from an initial callout.
Check the remaining budget for a unitReview budget availability when releasing a callout to ensure that sufficient funds are in place before the job is approved.
Mark messages as Read in site viewAs a unit user you can mark messages as read from the unit view.
View historic PMV certificatesYou can view current and historical PMV certificates for a unit to support compliance and maintenance record-keeping.
Undo an On-Site status on an orderYou can undo an On-Site order status if a visit was logged by mistake, so you can record the correct arrival or visit.
View the unit spend dataYou can access the Spend area from the unit view, where a graph displays committed, accrued, and P&L charge figures.
View quotes across all sitesYou can view and export all quotes raised across all sites from the Group area.
Chase contractors overdue ordersYou can send a chase message to contractors directly from the job details when a visit is overdue.
Allocate an in-house job to an engineerAllocate in-house orders to engineers, including steps to re-assign jobs and enable auto-allocation for single-engineer sites.
Recall order processYou can differentiate recall orders by the R at the end of the order number. These follow-up orders are free of charge and sent straight to the contractor to complete…
Upload an attachment to a quoteAdd attachments to quotes in Access Maintain, including which file formats are supported and how to upload additional file types after the quote is created.
Unit manager is unable to log jobsEnsure unit managers have the correct permissions so they can place callouts, submit quotes, and authorise orders efficiently.
Place supply only orderYou can place supply only orders directly with approved suppliers.
Undo PMV approvalUpdate the status of an approved PMV order to correct mistakes, and see what steps to take if the order has already been paid.
Use the Access Digital AssistantFind out more about utilising the Access Digital Assistant.
Undoing the last visit in a PMV orderLearn what happens when you use the Undo Last Visit option, including how it affects PMV orders in Approved or Incomplete status.
Unable to raise orders for Coffee Machines or LiftsExplains why orders for Coffee Machines or Lifts require an asset to be added on site before they can be raised and directs users to asset management guidance.
Unable to place a recall after a completed orderSet the recall window in Contractor Settings to allow re-attendance on completed orders within a defined timeframe.
Review and authorise extra cost requestsAs an admin you can approve or reject quote extras from the contractors
Review and select a received quoteYou can review and approve quotes to progress them to a purchase order.
Order description character limitYou can manage order information effectively by keeping descriptions within the 900-character limit and using attachments for any additional details.
No options available when selecting equipment on a calloutYou can resolve issues where no equipment options appear on a callout by checking whether the equipment type is asset managed and ensuring the required assets are set up.
Process a parts-only orderYou can mark parts-only orders as received to confirm delivery and keep order records accurate.
Log in to Maintain from Access EvoLogin to access evo to open the Access Maintain app.
View order notesYou can view and update order notes to keep a clear record of actions taken on an order, depending on your access level.
Orders awaiting releaseYou can use the Release Requests report to see all orders that are awaiting release, helping you track outstanding approvals before jobs are issued to contractors.