Preventive maintenance
Machinery maintenance contracts per customer, with reminders by date or by running hours
A maintenance contract records which of a customer’s machines you service and how often: every so many months, every so many running hours, or whichever comes first. Sattotal works out when each machine is due, reminds you as far ahead as you choose, lets you schedule the visit from the contract itself and, once the visit is completed, marks the machine as up to date without you lifting a finger. You will find it in the sidebar under “Maintenance”, next to Visits.
Part of the paid plans
Maintenance contracts are not included in the free plan: on Free the page shows the padlock and the invitation to upgrade. Each team member also needs permission for the “Maintenance” module (Settings → Team).
Creating a contract
From “Maintenance” → “New contract”, or from a machine’s record with “Create contract”, which opens with the customer and the machine already selected.
Customer and name
Pick the customer and give the contract a name that reads well in the list, for example “Annual compressor service”. When saved it gets its number, such as CM-2026-000001.
Term and technician
The start date is required and the end date optional: once the end date has passed, the contract stops reminding you. The assigned technician is the one suggested when you schedule visits.
Machines and intervals
Add the customer’s machines and, for each one, every how many months, every how many hours, or both. Also enter when the last service was and at how many hours; if you do not know, it counts from the contract start.
How far ahead to remind you
In days for date intervals (15 by default) and in hours for running-hour intervals (50 by default). This is what separates “Due soon” from “Up to date”.
When each machine is due
The contract only stores the baseline: the date and hours of the last service. Everything else is calculated whenever you open the page, using today’s date and the machine’s latest hour meter reading, so the status never goes stale.
By date
Every so many months since the last service. Month ends are respected: a monthly service started on 31 January is due on 28 February, not 3 March.
By running hours
Every so many hours since the meter reading at the last service. Only offered for machines with an hour meter (the types in the industrial machinery category).
Whichever comes first
With both intervals, the machine is due as soon as either is reached: a compressor serviced every 6 months or every 2,000 hours is due at 6 months even if it has barely run, or earlier if it runs a lot.
No starting hours, no hour-based reminder
If you do not enter the hours at the last service, the hour interval cannot be calculated and does not remind you: better no reminder than a groundless one. As soon as a visit is completed with a reading, the contract has its baseline.
Statuses
Each machine has its own status, and the contract shows the worst of its machines. The contract list puts overdue ones first.
The date has passed or the hours have been exceeded. The visit should be scheduled as soon as possible.
Not overdue yet, but within the contract’s notice period: fewer days or hours remain than you set for the reminder.
Serviced and well ahead of the next service.
The contract has been deactivated or its end date has passed. It no longer reminds you, but keeps its full history.
Preview — Contract record
CM-2026-000001
Plant preventive maintenance
Henares Precision Engineering Ltd
Machines
Atlas Copco GA 30 VSD+
Building 2 · compressor room
Every 6 months · Every 2000 h
Due on 12/09/2026 · Due at 12,600 h (now 12,450 h)
Schedule visitLinde E20 PH
Raw materials store
Every 12 months
Due on 29/10/2026
Schedule visitHimoinsa HFW-60 T5
Outside, next to the main switchboard
Every 6 months · Every 250 h
Due on 09/03/2027 · Due at 1,430 h (now 1,250 h)
Schedule visitScheduling the visit and closing the service
Contracts do not create visits on their own: you decide when to go. Sattotal gets everything ready so it takes one click.
“Schedule visit” button
On the contract record, each machine has its own button. It opens the usual visit form with the customer, the machine, the “Maintenance” type and the contract already filled in; you only add the date, the time and the technician. If the machine already has an open visit, you see that visit and its date instead of the button.
Hours, recorded on the visit
In the visit’s work mode, the technician enters the meter reading under “Running hours”. The reading moves to the machine’s history when the visit is completed, not before.
On completion, the machine is up to date
When a contract visit is completed, its machine gets a last service dated today with the hours taken on the visit (or, if none were taken, its latest reading). It goes back to “Up to date” on its own and the next due date is calculated.
Services carried out
The contract record lists the visits already carried out with their date and technician, and each visit’s detail shows which contract it comes from.
Reminders
You do not need to open Maintenance to find out what is due.
In the bell
“N services due”, with a direct link to the alerts tab.
In Alerts
The “Maintenance” tab on the Alerts page lists overdue and upcoming machines from every active contract, most urgent first, with the customer, the machine and when it is due.
On the machine record
The “Preventive maintenance” card shows the contracts covering that machine, with their status and next due date, plus a shortcut to create a new one.
Only for those who can act on it
Reminders only appear if the plan includes the module and the user has permission for Maintenance: nobody gets reminders about something they cannot open.
Where the hours come from
Running hours are the hour meter readings kept on each machine’s record (“Running hours” card). They are recorded when the machine comes into the workshop, when a visit is completed, or by hand from the record itself, and the contract always uses the latest. If a reading is lower than the previous one, Sattotal warns you but still saves it, in case the meter has been replaced.
Deactivating and reactivating
“Deactivate” sets the contract to “Inactive”: it stops reminding you, but it is not deleted and keeps its visits. “Reactivate” brings it back exactly as it was, with the same date and hour baseline.