When completing a maintenance route, you go through the equipment included in the task, known as Spots, and record the inspections for each target. Entries always belong to the selected task and route target. These instructions apply to the Android and iOS apps.

The task's Route contains the inspection targets for the maintenance round. The separate mobile Routes feature calculates driving distances to task locations; using it does not mark maintenance route inspections as complete.

Open the task and start working on it

Open Tasks in the mobile app and select the task from the list. Check the task's name, description and instructions. The task must include maintenance route targets for the Route button to appear in its details.

You need permission to perform the task. Being able to see the task does not by itself give you permission to save route entries. If the action is blocked, check the task's status and, if necessary, ask an administrator to check your permissions.

In the task details, select Set task to in progress before marking inspections as complete, unless you are already working on the task. On iOS, Route is disabled if another user is working on the task while it is in progress, or if you only have permission to view the task.

Then open the task's Route. If the app says that routes are being created in the background, wait and refresh the information by reopening the route view. Make sure the targets have appeared before carrying out the round.

Select and identify the inspection target

The route list divides targets into Not completed route targets and Completed route targets. If necessary, expand a section using the arrow next to its heading, then open a target by selecting its row.

Check the Spot's name before recording anything. Also use the displayed tag number and folder path to help identify it. A single target may contain several inspection rows.

You can also find a target using the tag-reading functions in the route list:

  • QR: select Read QR-Code on Android or READ QR-CODE on iOS. Allow Spotilla to access the camera and point it at the QR code on the equipment's tag.
  • NFC: you need a phone that supports NFC. On Android, make sure NFC is enabled in the phone's settings, then hold the phone near the tag while the route list is open. READ NFC-TAG in the list displays instructions on where to position the phone. On iOS, select READ NFC and hold your iPhone near the tag while the scanning prompt is displayed.

The tag must be linked to a Spot included in this task's route. Reading the tag opens the matching inspection target, including targets that are already complete, but does not mark any inspections as complete. Check the name of the target that opens. If the target does not open, find it in the list and check the tag's link. See also the instructions for using NFC and QR tags.

Record inspections and comments

Carry out the target's inspections according to their instructions. For each inspection row you have completed, select the button with a check mark: Complete (Android) / COMPLETE (iOS). Enter your observations for that inspection in its own Inspection notes field.

For an optional inspection row, you can select Skip (Android) / SKIP (iOS) if you leave the inspection undone. Skipping does not mean the inspection has been performed. Skip (Android) / SKIP (iOS) is unavailable for mandatory rows. You can change your selection for an optional row while working by selecting Complete (Android) / COMPLETE (iOS) or Skip (Android) / SKIP (iOS) again.

A target moves to the completed section when all its mandatory inspections have been marked as complete and saved. Optional inspections may remain undone or be skipped. The route counts in the list and task count targets, not individual inspections: for example, completing three mandatory inspections on one Spot increases the number of completed targets by one.

Save and verify your entries

At the bottom of the inspection target, select Return to route (Android) / RETURN TO ROUTE (iOS). This sends the changes to be saved on both platforms. The back arrow in the top left corner of the target view also attempts to save your changes before returning.

A change in the colour of Complete (Android) / COMPLETE (iOS) or Skip (Android) / SKIP (iOS) initially indicates only a local selection. Wait until you have successfully returned to the route list, then reopen the target to verify that the completion entries and comments have been retained. If the mandatory inspections are complete, also check that the target has moved to Completed route targets.

For a task in progress, you cannot save only a comment on an incomplete mandatory inspection row without an accepted completion entry. Enter the comment and save it together with Complete (Android) / COMPLETE (iOS) only once the inspection has been performed. Do not mark an inspection you have not performed as complete just to save a comment.

Saving requires a successful connection to the service. If you cannot return to the list or the app displays an error, check your network connection and the issue reported. Do not treat local colours or text you have entered as proof that the entries have been saved. Check the entries in the service again before continuing. On iOS, RETURN TO ROUTE may report missing information even if you have made no changes; in this case, use the back arrow to return.

Complete the whole task separately

Continue to the next target. When you have finished, check all targets in the route list and open their saved comments if necessary. Then use the route list's back arrow to return to the task details.

Completing a route target does not complete the whole task. Also fulfil the task's other requirements, such as form sections, logged hours, the machine hour reading and signatures, where required. Only then select the task's own Complete (Android) / COMPLETE (iOS). More detailed completion instructions are available in Completing a task in the mobile app.

Depending on its settings, the task moves to review or is completed finally. Both require the mandatory route inspections to be marked as complete. During review, the service allows only changes to comments on route rows, not changes to completion selections. Route entries and comments on a completed task cannot be changed. Check the saved completion entries and observations before completing the whole task.

Check the status and route PDF

After submitting the task, verify its status. A task sent for review is not yet finally completed; reviewing is explained in Reviewing a task and its report.

A separate route PDF is generated automatically in the background when the whole task is finally completed. Completing a single target or sending the task for review does not trigger generation of the route PDF.

In the browser, open Tasks, select the task and open its Maintenance route tab. The report's PDF icon appears only when the report is available. If the icon is missing immediately after completion, wait and reopen the task. Open the report using the icon and check the targets, inspection entries and comments. Correcting entries on a completed task and generating a new route PDF are not part of the normal editing workflow.