Carrotz Documentation

Home screen — your overview

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Home screen — your overview#

Menu path: App: Home · Desktop: Overview

The home screen is your starting point. It gives a quick overview of what matters right now, so you know what’s urgent before you head out.

As a field user you work mostly in the app. This page describes the app first, and mentions the desktop version where it differs.

In the app#

The app home screen with shortcuts and counters

You see:

Locations

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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.

What is Carrotz?

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What is Carrotz?#

Carrotz is a system for maintenance, documentation, risk and compliance. It is used to plan work, carry it out and document it, and to show afterwards what was done, by whom and when.

The terms you’ll meet everywhere#

These recur throughout the system. Once you have them, the rest of the documentation makes far more sense.

Term	What it means
Location	Where the work is. Building, site, plant room, pump station. Organised in a hierarchy that mirrors the facility.
Object	What it concerns. Pump, motor, vehicle, valve, lift, compressor or building. Can have sub-components.
Work order	The job itself, to be planned, carried out and documented. Often abbreviated WO.
Work type	Why the job exists: preventive, corrective, internal control, condition check or one-off job.
Task	A single job inside a work order, tied to one object or one location. A work order can have several.
Sub-item	The individual points in a checklist task. A task can have many.
Checklist	Fixed points to be reviewed the same way every time the work is done.
Maintenance plan	The rule that makes Carrotz create work orders automatically — at a fixed interval, or based on a meter reading.
Measuring point	A value recorded on equipment: temperature, running hours, pressure, number of cycles, mileage. Can be set up to trigger a work order when a threshold is reached.
Case / deviation	An event or need that must be followed up: rule breach, technical fault, HSE incident, improvement suggestion.
JSA	Job Safety Analysis — an assessment of the risk in a specific job, before it is carried out.
Discipline	Trade or specialism. Used to assign work and to control who must sign documents. A user has one main discipline and can be linked to up to four more — five in total.
Department	Separates data between parts of the organisation.

How it fits together#

The most common chain through the system looks like this:

Desktop and mobile

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Desktop and mobile#

Carrotz is used both on a computer in a browser and as an app on mobile. The two are not two versions of the same thing — they cover different parts of the job, and some things can only be done on a computer.

💻 Desktop#

Used by planners and administrators.

All setup, planning, reporting and administration.
📱 Mobile app#

Used in the field, while the work is happening.

Finding work orders

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

Finding work orders#

Menu path: App: Work orders · Desktop: Work orders

A work order (WO) is the job to be done. Before you can carry it out, you have to find it.

In the app#

Tap Work orders in the bottom menu. The list is already sorted for you — grouped by urgency:

Overdue (with a count)
Due today
Further ahead

You don’t need to sort or filter yourself. What’s urgent sits at the top.

Objects

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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:

Carrying out work orders

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Carrying out work orders#

Menu path: App: Work orders · Desktop: Work orders > click the row

This is the heart of field work: doing the job and documenting it while you’re in it.

Opening a work order#

In the app: tap the work order in the list and it opens full screen. This is how you work in the field.

A work order opened in the app, with tasks and progress

On desktop: click the row itself in the list. The work order slides out in a panel on the right while the list stays behind — handy when you’re working through many in a row.

Checklists

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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.

Installing the app

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Installing the app on mobile#

The Carrotz app is not downloaded from the App Store or Google Play. You add it from the browser, and afterwards it sits as an ordinary app icon on your home screen.

It takes under a minute.

Use Safari if you have an iPhone or iPad, and Chrome on Android. Other browsers may not offer the option to add to the home screen.

iPhone and iPad (Safari)#

Open app.carrotz.no#

Type the address app.carrotz.no in Safari. On mobile you are forwarded to the mobile version at app.carrotz.no/app.

Access and roles

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Access and roles#

Two colleagues can sign in to the same Carrotz and see completely different menus. That isn’t a fault — it’s access control doing its job.

Getting access for the first time#

Is your organisation new to Carrotz? Contact Carrotz to have the first user created.

Joining an organisation that already uses Carrotz? Your administrator invites you — the invitation is sent from the admin page in the desktop version. You don’t create an account yourself.

Creating a one-off job

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Creating a one-off job#

Menu path: App: + in the bottom menu · Desktop: Overview > + or Work orders > +

A one-off job is a work order you create yourself, for something to be done once — not something coming from a maintenance plan.

Typically you’re out somewhere and notice something: a part needs replacing, something needs tightening, a verbal request needs to become a job. You create it where you stand, on your phone.

Maintenance plans

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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.

Deviations and cases

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Deviations and cases#

Menu path: App: Cases or + · Desktop: Cases — or from an open work order

Cases are used to record and follow up events and needs. A deviation is one type of case: something that isn’t as it should be.

This is arguably the most important thing you do as a field user. What you report is what the organisation actually gets fixed.

Case types#

There are eleven case types. Choose the one that fits best — the list is fixed, and organisations cannot create their own.

Measuring points and triggers

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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.

The app in the field

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The app in the field#

Menu path: The mobile app

The app is built for work out in the field. It covers what you need while the job is happening.

The app is installed from the browser, not from the App Store or Google Play. See Installing the app.

What you do in the app#

Open work orders and see the tasks belonging to them
Complete checklists and document with photos
Upload documentation — photos and files from the field
Write comments as you go
Record deviations when you spot something
Log hours on the job
Open documents — instructions, procedures, O&M
Sign documents where the signing feature is available in the mobile flow
Complete a JSA when the job requires it

A work order opened in the app

The app home screen with shortcuts and department selection

Work orders are grouped by urgency#

The list splits into Overdue, Due today and further ahead, with a count in each group. You don’t have to sort — what’s urgent is at the top.

Users and permissions

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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.

Good practice

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Good practice#

Accurate records give better history, easier reporting and better maintenance over time. These are the habits that pay off most.

The four ground rules#

1. Record what is to be done, where, on which object, and who is responsible. Without the object and location, the work ends up outside the history where someone will go looking for it.

2. Document the actual work. Comments, photos, deviations, hours and materials. Not just that the job was done, but what was done.

JSA and risk assessment

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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:

Clocking in and out

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Clocking in and out#

This is an add-on module. Most organisations don’t use it. If you don’t see a “Clock in” button, the module isn’t enabled where you work — and the rest of this page isn’t relevant to you.

If your organisation uses clocking in and out, you record when the working day begins and ends.

How to do it#

The Clock in button sits at the top of the home screen — both in the app and in the desktop version. Tap it when you start, and clock out when you’re finished.

Documents and signing

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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

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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

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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.

Carrotz Documentation

Home screen — your overview

Home screen — your overview#

In the app#

Locations

Locations#

What a location is#

What is Carrotz?

What is Carrotz?#

The terms you’ll meet everywhere#

How it fits together#

Desktop and mobile

Desktop and mobile#

💻 Desktop#

📱 Mobile app#

Finding work orders

Finding work orders#

In the app#

Objects

Objects#

What you can record#

Hierarchy: main object and sub-components#

Carrying out work orders

Carrying out work orders#

Opening a work order#

Checklists

Checklists and check points#

How checklists relate to work orders#

Installing the app

Installing the app on mobile#

iPhone and iPad (Safari)#

Open app.carrotz.no#

Access and roles

Access and roles#

Getting access for the first time#

Creating a one-off job

Creating a one-off job#

Maintenance plans

Maintenance plans#

Three ways to trigger work#

📅 Calendar-driven#

📊 Meter-driven#

Deviations and cases

Deviations and cases#

Case types#

Measuring points and triggers

Measuring points and triggers#

What a measuring point is#

The app in the field

The app in the field#

What you do in the app#

Work orders are grouped by urgency#

Users and permissions

Users, permissions, departments and disciplines#

User types#

Good practice

Good practice#

The four ground rules#

JSA and risk assessment

JSA and risk assessment#

Risk assessment#

The chain from hazard to residual risk#

Clocking in and out

Clocking in and out#

How to do it#

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#