Maintenance

Members → Maintenance. The taps, the boiler, the gutters, the mower service, the electrical inspection. Things that need doing again in six months or five years, and are remembered by whoever happened to do them last — until that person stands down, and the club finds out about the boiler in November.

🔁 Repeating, or once

Most jobs repeat: every six months, every year, every five years. Some do not — “get the gutters cleared before the autumn” happens once and still wants chasing. Set a date on its own and Pavilion will remind you about it, then leave it alone once it is recorded as done. A repeating job carries on from the day it was last done, not from the day it was due, so a service that slips by a fortnight does not stay a fortnight late for ever.

💷 What it cost, and who did it

Both optional on every entry. A committee asked what the clubhouse actually costs to keep going is answering from this, and a year of jobs with no figures against them cannot answer it. The contractor is worth recording for the more useful reason: next time, somebody needs to know who came last time and whether they were any good.

🔔 The same reminders as Club Checks

Because it is the same machinery underneath. Name who should be told — a member, a role, or an email address — and how many days ahead. You are told once per due date rather than once a day, because a daily email about the same overdue job is one people filter, and then they miss the one that mattered.

📊 On the dashboard

Anything due within a month shows as a card on the admin dashboard, worst first, and the card is not there at all when there is nothing to say. An alert that is present and empty every day is one people stop reading. Nobody opens a maintenance screen to find out whether there is any maintenance — they open it because the dashboard told them the boiler service is three weeks overdue.

🧰 The usual list

An empty maintenance screen offers to put on the eight jobs most clubhouses need. It is offered rather than done for you: a club handed eight overdue jobs the first time it opens a screen learns to ignore that screen. Add them, then change the intervals to suit your building.

📄 What comes out of it

The report shows how each job has actually been kept — how many times, the average gap, the longest gap, and whether that gap was longer than the club said. The CSV carries the costs and the contractors as well, which is what a treasurer wants at the year end.

Common questions

Why is this separate from Club Checks?

Underneath it is not — same table, same reminder run, same report, so a fix to one is a fix to both. They have separate screens because a club that has carefully set up five safety checks does not want a leaking tap appearing among them, and an insurer asking for the fire alarm records should not be handed the mower service.

Can we record something that has already been done?

Yes — set the date to when it happened. A date in the future is refused, because a record of maintenance dated next March helps nobody and is almost always a typo in the year.

Who can see and record this?

The same permissions as Club Checks: recording is open to anybody with the log capability, and setting up the list needs the manage one. That means a caretaker or a grounds volunteer can write jobs up without being given the run of the club’s records.

A job slipped by a month. Do we have to change the schedule?

No. Record it on the day it was actually done and the next one is worked out from there. If you need a particular date for the next one — the engineer can only come in March — set it by hand and it holds until the job is next recorded, then the ordinary interval takes over again.

Can we delete a job we no longer do?

Retire it rather than delete it, exactly as with a check. Everything already recorded against it stays, which is the point — deleting the job would leave a list of dates with no idea what was done.