Frequently asked questions#

Your administrator invites you from the admin page in the desktop version.

If your organisation is brand new to Carrotz, you must contact Carrotz to have the very first user created. That user can then invite everyone else.

Nowhere — it isn’t in the App Store or Google Play.

Open app.carrotz.no in your phone’s browser and you’ll be forwarded to the mobile version. Then choose Share → Add to Home Screen.

Use Safari on iPhone and Chrome on Android. See Installing the app.

Four common causes, in the order you should check them:

1. You’re in the wrong department — by far the most common
2. You’re on mobile, but the feature only exists on desktop — all setup is desktop-only
3. You lack permission for the feature
4. The feature isn’t enabled for your organisation — inventory, for example, depends on the package

See Access and roles.

If you have access to several departments, you switch:

• Desktop: at the top of the sidebar
• Mobile: from the menu on the app’s home screen

You only see one department at a time.

Because access control is working. Carrotz has three user types — Admin, Superuser and Regular user — but permissions are granular and set by domain (work orders, cases, locations, objects, projects, documents, inventory and more).

Two people with the same user type can therefore have completely different menus. Department and discipline also play a part.

Check the department first — that’s the most common cause.

Otherwise it may be assigned to a discipline you aren’t linked to, or not yet created by the maintenance plan.

If you work across trades, your administrator can link you to up to four disciplines in addition to your main one.

Setup is done only in the desktop version. That applies to locations, objects, maintenance plans, checklists, inventory, users, permissions and company settings.

The app is built to carry out work, not to configure the system.

• Work order = something to be carried out
• Case/deviation = something that has happened or is wrong, and must be followed up

If it’s both, record the deviation first and create the work order from the case — then they’re linked.

See Creating a one-off job.

Your organisation may require certain rules to be met first: all tasks completed, a comment or attachment recorded, inventory usage confirmed, a JSA completed, or sent for approval.

Look for the message the system gives; it usually points straight at the rule that isn’t satisfied.

The rules are set by the administrator — as a default for the whole organisation, and possibly overridden on the individual maintenance plan. That’s why two jobs in the same organisation can have different requirements.

Normally four: Registered → In progress → Completed, plus Cancelled if the job won’t go ahead.

If your organisation uses approval of completed work orders, Awaiting approval, Approved and Rejected apply as well.

See Statuses.

It is automatically set back to In progress and you are notified. There’s normally a comment explaining what’s missing — fix it and complete again.

Rejected work orders also appear on the home screen.

It explains why the job exists:

• Preventive — planned maintenance meant to stop faults
• Corrective — something is broken and needs fixing
• Internal control — checking that routines and requirements are followed
• Condition check — assessing the condition of the equipment
• One-off job — a standalone task outside the plan

Work type is also used as a filter in reports, so planned work can be separated from firefighting.

That is defined on the work order, or on the maintenance plan it came from.

Not every organisation uses approvals — if you don’t see the approval statuses, the feature isn’t switched on for you.

Inventory usage only applies if your organisation has the inventory module in its package. Without it, neither the rule nor the feature appears.

No. A point can be marked “not relevant” if it doesn’t apply, or left unapproved if something is preventing you.

Mark it “not relevant” with a comment rather than skipping it — a skipped point looks like an oversight in the history.

Completed tasks are hidden by default. The “Show completed tasks too” switch at the top brings them back.

As soon as the work recurs. If something is to be done regularly — daily, weekly, monthly, annually or after a number of running hours — it belongs in a maintenance plan. Manual creation is for one-off jobs.

• Calendar-driven creates work orders at a fixed interval
• Meter-driven creates work orders when a measured value is reached

Meter-driven suits equipment with variable use, where actual load says more than the calendar. See Measuring points and triggers.

There is also a third option, Manual, where the plan sits ready but creates nothing until someone asks for it.

A trigger needs something to measure against. Create the measuring point on the object first — then you can define the trigger.

When the component has its own maintenance need, its own lifespan, or is replaced separately. A filter changed every three months deserves to be its own object — a screw does not.

The overview only shows reusable checklists. When a maintenance plan creates a checklist task, you choose whether the list should be reusable. If it isn’t, it belongs only to its own plan and doesn’t appear in the library.

• Risk assessment evaluates risk at an overarching level — equipment, area, process — and applies over time
• JSA evaluates the risk in one specific job, and must be completed before the job can start

See JSA and risk assessment.

A JSA is valid for 24 hours. If it’s older, it must be completed again before the work can start.

The reason is that conditions change — weather, staffing and whatever else is happening on site. If the job spans several days, that means a new JSA each day.

It can be completed both in the app and on desktop.

Yes. If a new version of a document with a signing requirement is published, everyone must sign again — previous signatures apply to the previous version.

That’s why it pays to gather minor changes into a single revision.

Document signing in Carrotz should not automatically be interpreted as a particular legal type of electronic signature. It is a documented acknowledgement within the system.

Any formal e-signature requirements must be assessed separately.

Your own. Probability, consequence, colour coding and acceptance criteria must follow your organisation’s own method — Carrotz is the tool, not the method.

Roughly: carrying out work on mobile, setup and analysis on desktop. See Desktop and mobile.

Because the details are fresh, photos are possible, and the time is accurate. Recording the next day is reconstruction — and the photos can no longer be taken.

See Good practice.