For administrators on Carrotz Documentation

Locations

Mon, 01 Jan 0001 00:00:00 +0000

Locations#

Menu path: Maintenance > Locations

Locations describe where equipment and work are. They are the foundation of the structure — everything else hangs off them.

What a location is#

A location is a place in your facility, organised in a hierarchy:

Site 1 ← level 1
└── Building A ← level 2
 └── Plant room ← level 3

All examples in this documentation are fictional. “Site 1”, “P-102 Feed pump” and similar are illustrations, not real facilities.

Objects

Mon, 01 Jan 0001 00:00:00 +0000

Objects#

Menu path: Maintenance > Objects

An object is equipment, machinery, components or other assets to be looked after. This is what maintenance is actually about.

Examples: pump, motor, vehicle, valve, lift, compressor, building.

What you can record#

Field	What it’s used for
Name	What the equipment is called in practice
Object type	Categorisation — used for filtering and reporting
Location	Where the object sits
Photo	Makes recognition in the field far easier
Description	Supplementary information
Serial number	Identification against supplier and documentation
Supplier	Who supplied it
Criticality	How important the object is — the basis for prioritisation

The object card with fields, photo and linked history

Hierarchy: main object and sub-components#

Objects can be built into a hierarchy:

Checklists

Mon, 01 Jan 0001 00:00:00 +0000

Checklists and check points#

Menu path: Maintenance > Maintenance plans > Checklists

Checklists standardise work that should be done the same way every time. They are the difference between “someone had a look” and “these twelve points were checked”.

How checklists relate to work orders#

A checklist isn’t attached directly to the work order. It is linked to a task, and the task belongs to the work order:

Work order
└── Task ── with a checklist attached
 ├── Sub-item 1
 ├── Sub-item 2
 └── …

This means one work order can have several checklists — one per task — and that each task is tied to its own object or location. A work order for a daily check might have one meter reading on a machine and one checklist on a lift.

Maintenance plans

Mon, 01 Jan 0001 00:00:00 +0000

Maintenance plans#

Menu path: Maintenance > Maintenance plans

Maintenance plans are the automation in Carrotz: they make work orders create themselves, according to the rules you set. This is where the system starts working for you.

Three ways to trigger work#

📅 Calendar-driven#

Work orders are created at a fixed interval.

Daily checks, weekly maintenance, monthly servicing, annual inspection.
📊 Meter-driven#

Work orders are created when a defined value is reached.

Measuring points and triggers

Mon, 01 Jan 0001 00:00:00 +0000

Measuring points and triggers#

Menu path: Maintenance > Measuring points

Measuring points are used to record values on equipment. Combined with triggers they are the route from calendar-driven to condition-based maintenance.

What a measuring point is#

A value tracked over time on an object:

Temperature
Running hours
Pressure
Number of cycles
Mileage

Setting up a measuring point on an object

The overview shows each measuring point with its latest recorded value, who recorded it and when — plus a chart of the trend right in the list. That makes it quick to see whether a value is heading the wrong way, without opening anything.

Users and permissions

Mon, 01 Jan 0001 00:00:00 +0000

Users, permissions, departments and disciplines#

Menu path: Show more > Company and users

This part is used mainly by administrators. It determines who sees what — and therefore how tidy the system feels for everyone else.

All setup of users, permissions and company settings is done in the desktop version. It isn’t available in the mobile app.

User types#

Carrotz has three user types:

User type	What it means
Admin	Can configure the system and manage other users’ access
Superuser	Extended rights, but not full administration
Regular user	Has exactly the permissions the administrator has granted

In the user list the type appears in the Type column, alongside how many permissions the user has (for example “38”), which discipline and which department they belong to.

JSA and risk assessment

Mon, 01 Jan 0001 00:00:00 +0000

JSA and risk assessment#

Menu path: Show more > HSE/JSA

Two related but different tools: risk assessment evaluates risk at an overarching, structured level, while JSA evaluates the risk in one specific job right before it is carried out.

Risk assessment#

Menu path: Show more > Risk assessment

Risk assessment is used to identify, evaluate and follow up risk in a structured way.

It can be applied to:

Hazardous work
Equipment and installations
Areas
Processes
Changes

The chain from hazard to residual risk#

Hazard → Cause → Event → Consequence → Barriers → Actions → Residual risk

For each link you describe:

Documents and signing

Mon, 01 Jan 0001 00:00:00 +0000

Documents and signing#

Menu path: Show more > Documents

The document module works as the organisation’s document archive, and the signing feature is used for internal control and compliance.

The document archive#

Stored here:

O&M documentation
Procedures
Instructions
Manuals
HSE documents
Photos and files — PDF, Word, Excel

Organisation#

Content can be organised in private folders and shared folders, depending on who should have access.

The document archive with its folder structure

Access from mobile#

On mobile, users can open documents and upload photos or files from the field. That means the procedure is available where the work is done — not just at the office.

Planning, projects and hours

Mon, 01 Jan 0001 00:00:00 +0000

Planning, projects and time registration#

The tools for planners, supervisors and project managers: distributing the work, following the projects and getting the hours recorded.

The Planner#

Menu path: App: Planner on the home screen

The Planner is used by supervisors and planners to distribute work. It sits as a shortcut on the app’s home screen.

The Planner in the app

Here you see the work spread over time, and can move jobs between people and days. This is where you notice whether the workload is realistic — if one week is overfull and the next is empty, it’s visible immediately.

Reports and statistics

Mon, 01 Jan 0001 00:00:00 +0000

Reports and statistics#

Menu path: Show more > Reports / Statistics

Reports document work carried out. Statistics give insight into operations and maintenance. Together they are the route from history to insight.

Reports#

Work order reports can be filtered by:

Work type
Location
Year, month or period

Reports can include photos, and are used for:

Documentation — what was actually done
Auditing — documented compliance at an inspection
Customer follow-up — showing what has been delivered

A report is generated from a work order: open the work order in the side panel → the hamburger icon in the top right → Create report.

For administrators on Carrotz Documentation

Locations

Locations#

What a location is#

Objects

Objects#

What you can record#

Hierarchy: main object and sub-components#

Checklists

Checklists and check points#

How checklists relate to work orders#

Maintenance plans

Maintenance plans#

Three ways to trigger work#

📅 Calendar-driven#

📊 Meter-driven#

Measuring points and triggers

Measuring points and triggers#

What a measuring point is#

Users and permissions

Users, permissions, departments and disciplines#

User types#

JSA and risk assessment

JSA and risk assessment#

Risk assessment#

The chain from hazard to residual risk#

Documents and signing

Documents and signing#

The document archive#

Organisation#

Access from mobile#

Planning, projects and hours

Planning, projects and time registration#

The Planner#

Reports and statistics

Reports and statistics#

Reports#