Maintenance Management Software for Asset Control

How to Get Started with Maintenance Tracking

Benefits of barcodes in maintenance tracking software?

Barcodes improve maintenance tracking by simplifying asset management, optimising preventative maintenance and extending asset lifespan. When integrated with a full maintenance tracking solution, you can:

• Quickly identify and update equipment records
• Log inspections, repairs, and replacements
• Access real-time data and reduce manual entry errors
• Prevent equipment failures and minimise unplanned downtime
• Capture accurate, reliable information
• Integrate with Microsoft Excel, Google Sheets and more to speed up reporting
• Share updates across your organisation in real-time

How Orca Scan improves maintenance tracking

Maintenance ensures equipment, machinery, or facilities run efficiently, avoiding breakdowns and costly repairs. Regular inspections, cleaning, lubrication and part replacements reduce failure risk, extend asset life, and minimise downtime, particularly important for use cases like office equipment tracking.

With Orca Scan Maintenance Tracking solution, you can:

• Scan assets easily using a smartphone
• Access maintenance history and warranty details
• Create custom forms and track progress in real time
• Work offline in remote or low-connectivity locations
• Improve maintenance accuracy, reduce downtime and simplify processes
• Track replacement parts without the need for multiple systems

Simple steps to start tracking maintenance with Orca Scan

Getting started with Orca Scan maintenance tracking software is quick and easy. Follow these initial steps to manage your maintenance process:

1. Download the Orca Scan barcode app
2. Create a new sheet using the Maintenance template
3. Scan your asset’s barcode using the app
4. Enter the required information
5. Save the changes

You can add multiple users to collaborate on maintenance tasks. Use the history log to see who last maintained each asset, when and from which device.

How to generate barcodes with Orca Scan’s maintenance tracking software

Creating barcodes with Orca Scan’ is quick and simple. You can

• Design and print barcode labels using the Barcode Label Designer in the web app
• View and scan your label directly in the mobile app

Orca Scan also provides a free Barcode Image API for you to generate barcodes instantly though a simple browser link.

Receive alerts for damaged assets

Orca Scan’s maintenance tracking solution keeps you informed about damaged equipment. Using the triggers feature, you can configure notifications via email, in-app alert or dialogue whenever an asset is logged as damaged.

The solution comes pre-configured with a trigger to email a designated address automatically when a damaged asset is recorded, helping you respond quickly and minimise downtime.

Add more details to your maintenance records

Orca Scan’s maintenance tracking solution is fully customisable. You can add fields to capture additional information, including text, signatures, photos and even GPS locations. The Maintenance solution is designed to act as a starting point; you can expand upon it as your tracking needs evolves.

Tracking maintenance across multiple sites

For organisations with assets across several locations, the easiest method for tracking, is to set up an Orca Scan sheet for each site. To get started:

1. Create a sheet using the Maintenance Template
2. Add fields to capture extra information (if needed)
3. Duplicate the sheet for each location
4. Rename sheets to reflect each site
5. Add relevant users to the correct sheets

This setup allows you to:

• Control user access per location
• Inspect assets remotely and view results via the web app
• Track all assets, locations and maintenance status in real time
• Create a consolidated view of multiple sites in a single read-only sheet