The Maintenance section helps you stay on top of routine upkeep for your machines --
things like checking batteries, cleaning, or making sure a machine hasn't gone quiet
for too long without a repair ticket. Instead of trying to remember this stuff yourself,
you set it up once and the system tracks it for you.
The Basics
There are two pages:
- Maintenance Dashboard -- your day-to-day view. Shows every machine that has a reminder attached, color-coded by urgency, with a button to mark something done.
- Manage Rules -- where you create and edit the reminders themselves.
Think of a Rule as the instruction ("check batteries every 90 days"),
and the Dashboard as the live status board showing where every machine
currently stands against that instruction.
Two Kinds of Rules
When you create a rule, you'll choose one of two types:
Interval — "Do this every X days."
Use this for anything on a repeating schedule -- checking batteries, cleaning a
machine, lubricating parts, swapping filters, etc.
- The countdown starts from the day you create the rule (or the last time you marked it done).
- When the interval runs out, it shows up as overdue on your dashboard.
- You click Mark Done Today and the countdown resets, starting fresh from today.
Example: "Check batteries -- every 90 days" on a pinball machine. Ninety days
after you last clicked Mark Done, it shows up overdue again.
Inactivity — "Flag this if nothing has happened in X days."
Use this to catch machines that may be having a quiet problem -- not broken
enough to get a ticket, but not getting played either, which is sometimes worse.
- This rule watches for repair tickets, not a fixed schedule.
- If a machine hasn't had a new ticket logged in the number of days you set, it shows up as overdue.
- The moment a new ticket comes in for that machine, the countdown automatically resets -- you never have to touch it.
Example: "Flag if no ticket in 60 days" on a popular arcade game. If it
suddenly goes 60 days without a single repair ticket, that's unusual enough to
be worth checking on -- maybe it's unplugged, moved, or simply not getting
attention.
Choosing What a Rule Applies To
Every rule needs a scope -- in other words, which machines it watches. You have four choices:
| Scope |
What it means |
| All Machines |
Applies to every active machine you own, everywhere. |
| Specific Machine |
Applies to just one machine you pick from the list. |
| Machine Type |
Applies to every machine of a certain type (e.g. every pinball machine, regardless of location). |
| Location |
Applies to every machine currently sitting at a specific location. |
You don't need to list machines one at a time for Type or Location scopes -- the system
automatically finds every matching machine and tracks each one separately. If you later
add a brand-new pinball machine and you already have a "check batteries" rule scoped to
Pinball, that new machine is automatically picked up the next time you load the
dashboard. No extra setup needed.
The same goes the other way: if a machine is deactivated, sold, or removed, it
automatically drops off the dashboard for that rule.
Reading the Dashboard
Each reminder shows up as its own card, color-coded:
- ● Red — Overdue -- past its due date. Needs attention.
- ● Orange — Due Soon -- due within the next 7 days. A heads-up before it becomes overdue.
- ● Green — OK -- everything's fine, nothing due yet.
A summary bar at the top of the dashboard gives you a quick count of how many things
are overdue and how many are coming up soon, so you can see the big picture at a glance
without scrolling through every card.
Each card tells you:
- Which machine and location it's for
- Which rule it's tied to
- The exact due date, and how many days overdue (or how many days until due)
- For Interval rules: a Mark Done Today button
- For Inactivity rules: a note that it resets automatically, plus the date of the last ticket logged
Email Reminders
If you'd like a nudge by email when something becomes overdue, you can turn this on
from your Account page under Email Notifications.
A few things to know about how the emails work:
- You'll only get one email per day at most, summarizing everything overdue across all your locations -- not a separate email for every single item.
- If something stays overdue and unresolved, you'll be reminded again every 14 days until it's marked done (or the ticket comes in, for Inactivity rules).
- You can turn these emails off anytime from your Account page. Turning them off does not disable the rules themselves -- it just stops the emails. You'll still see everything on the dashboard.
Managing Your Rules
From the Manage Rules page you can:
- Add a new rule -- give it a name, pick Interval or Inactivity, set the number of days, and choose what it applies to.
- Edit a rule -- change any of the above. If you change what it applies to (its scope), the system automatically rebuilds the list of machines being tracked the next time the dashboard loads.
- Toggle a rule on/off -- turning a rule off pauses it without deleting it. Machines stop showing up on the dashboard for that rule, but your settings are kept in case you want to turn it back on later.
- Delete a rule -- permanently removes the rule and all of its tracking history. This cannot be undone.
Quick Reference
| Do I need to add new machines to a rule manually? |
No, if your rule is scoped to a Type or Location. It's automatic. |
| What happens if I don't mark an Interval rule done? |
It stays overdue (red) until you do. |
| What resets an Inactivity rule? |
A new ticket coming in for that machine -- no action needed from you. |
| How often will I get emailed about the same overdue item? |
Once when it first becomes overdue, then every 14 days after that if it's still unresolved. |
| Can I turn off emails without losing my rules? |
Yes -- emails and rules are controlled separately. |
| What happens if I delete a machine? |
It's automatically removed from any rule tracking it. |