A Spot's status indicates whether the asset or device is in use. Change the status when you want to retain the Spot's details and history. Permanent deletion destroys the Spot and some of its related data.
Choose the appropriate status
| Status | Purpose |
|---|---|
| Active | The device is in use. |
| Inactive | The device is not currently in active production use. |
| Faulty | The device is not in use due to a fault. |
| Disabled | The device has been taken out of use, but its details need to be retained. |
Changing the status does not remove the Spot from its folder or make the folder empty. You can change the status again later. However, restoring the status does not restore deleted tasks or integration links.
Change the status in the browser
You need permission to edit the Spot in question. Permanent deletion requires separate delete permission.
- Open Assets and devices → Assets, devices, tools. Open the Spot by clicking its name.
- On the Basic info tab of the Spot form, select the desired Status.
- If needed, enter the reason for the change in the Reason for status change field that appears.
- Select Save at the bottom of the form. If you have selected Disabled, also answer the question about deleting tasks.
You can also change the status in Datatables → Default table on the same page by double-clicking the Spot's Status cell and selecting a new status. Disabling a Spot here also prompts you about deleting tasks.
Deleting tasks is a separate choice: answering no saves the status and retains the tasks. Answering yes starts background deletion of tasks whose status is not Completed. Tasks linked to a contract's task setting are not deleted by this action. This choice can therefore also delete, for example, drafts and tasks under review, rather than only open tasks. Permission to edit the Spot is sufficient to submit this deletion request.
What does a status change affect?
Inactive and Faulty retain the Spot's details. Automatic task status changes depend on the service's Task statuses setting, found in the browser under Settings → Task settings. Check your service's current value; the default for a new service is enabled, but a missing setting in an older service is treated as disabled.
When the setting is enabled, changing a Spot to Inactive or Faulty changes its Open, Overdue and In Progress tasks to On Hold. Restoring the Spot to Active changes tasks on hold to open; their previous status is not restored. This also applies to tasks that were already on hold for another reason. Tasks linked to a contract's task setting, and tasks in planning, under review or completed, are excluded from this automation. The Disabled status does not itself put tasks on hold.
Status change history and automatic task changes are processed in the background. Switching between Inactive and Faulty is not recorded as a separate status history event and does not trigger task status processing. Status history is used in utilization tracking; see interpreting utilization tracking.
Disabled retains the Spot but deletes its Kiho and GS Fleet integration link records. Restoring it to Active does not itself recreate these links. Check the integration connection separately before expecting data to transfer again.
A Spot linked to a contract's task settings or billing rows cannot be changed to Disabled. Resolve the link with an administrator before continuing.
Handle reservations separately
Changing a Spot's status does not end or delete its calendar reservations. The reservations retain their own statuses and start and end times.
Check the relevant reservations before disabling the Spot under Reservations → Reservations → Reservation list. If all Spots in a reservation are Disabled, Reservation list hides the reservation. Disappearing from the list therefore does not prove that the reservation has ended or been deleted. If necessary, first restore the retained Spot to another status so that you can manage the reservation in the list. See changing or deleting a reservation.
Permanently delete a single Spot
Save the information and reports you need and handle reservations before deleting the Spot. Permanent deletion also deletes the Spot's tasks, including completed tasks, its files, messages, cost entries, and status and operating hours history. Cost rows for completed tasks are also deleted. The deleted data can no longer be used for normal reporting on the Spot and its tasks.
However, not all related records are deleted: service requests remain without a link to the Spot, and the tag is detached from the Spot. Calendar reservations lose their links to the Spot, but the reservation records remain. If the reservation contained only this Spot, it is left without a Spot. Saving it later requires linking a new Spot, and reservation access based on folders may stop displaying it. The deleted Spot is no longer shown in the reservation cost view generated through the Spot.
- Open the Spot form from the asset view described above.
- Select Destroy, marked with a trash can icon, at the bottom of the form.
- Read both deletion confirmations and accept them only if you intend to delete the Spot permanently.
A Spot linked to a contract's task setting or billing row cannot be deleted. A route maintenance link tied to a task template also prevents deletion. Resolve the reported link with an administrator.
The confirmations for deleting a single Spot also allow deletion of a Spot that belongs to a long-term maintenance plan. In this case, its link to the plan and the plan's element rows recorded for it are permanently deleted. Kiho and GS Fleet links are also deleted.
Delete multiple Spots from the table
- Open Datatables → Default table in the asset view.
- Filter the table and select the Spots to delete using the checkboxes in the selection column on the left. Selecting all filtered rows may also include rows on other pages; you can exclude individual rows from the selection.
- Open the bulk action menu at the top of the selection column and select Delete chosen rows.
- Check the number of selected assets in the confirmation and accept both deletion confirmations.
Bulk deletion is processed in the background and only for Spots you have permission to delete. Spots linked to a contract's task settings or billing rows, and Spots belonging to a long-term maintenance plan, are skipped. A route maintenance link tied to a task template may also prevent an individual Spot from being deleted. A Spot belonging to a plan must be deleted individually, and the consequences must be assessed separately.
The success notification indicates that the deletion request has started, rather than confirming that all selected Spots have been deleted. Some assets may remain.
Check the result
Reload the asset view. After a status change, check the Spot's current status and, if necessary, its tasks once background processing has finished. To find a disabled Spot, select Disabled in the filter for the table's Status column.
After permanent deletion, check each selected Spot in the reloaded table. While checking, remove status, name and other filters that could hide an asset that remains. Check reservations separately: the Spot's disappearance does not prove that its reservations have been deleted.
Changing the status on Android and iOS
On Android, open the Spot's details and select Change Spot status. On iOS, open the Spot's details and tap the button showing its current status; the heading Status appears alongside the status. Select In Use, Not in use or At Fault, then select Save.
The mobile status In Use corresponds to Active in the browser, and At Fault corresponds to Faulty. The change requires permission to edit the Spot, and the same server-side effects on tasks and history apply. These mobile status choices do not include Disabled or permanent deletion. Perform those actions in the browser, and check the current status after saving by reopening the Spot's details.