Adding an Event

An Event is used to record and manage asset downtime. Events apply only to Advanced Assets and represent a defined period where an asset is unavailable due to maintenance, faults, inspections, or planned work.

Events act as a container for one or more Work Orders and provide a clear record of what happened, when it happened, and how long the asset was unavailable.

What an Event is

An Event represents an incident or maintenance window that impacts normal asset operation.

An Event:

  • Records downtime start and end
  • Groups all related Work Orders
  • Tracks progress from Planned to In Progress to Complete
  • Supports downtime reporting and analysis

Events are only available for Advanced Assets.

How Events work

Events define when an asset is offline.

When an Event is created:

  • The asset is considered unavailable for the Event duration
  • One or more Work Orders can be assigned to the Event
  • Downtime is calculated based on Actual Dates
  • All linked Work Orders inherit the Event context

Changing an Event schedule automatically affects all linked Work Orders.

Common uses for Events

Events are commonly used to:

  • Record breakdowns and faults
  • Manage planned maintenance windows
  • Group multiple Work Orders into a single downtime period
  • Track downtime by asset, shift, or department
  • Support reliability, availability, and KPI reporting

Event fields

The following fields are displayed when creating or editing an Event.

Field name Required Description
Event Name Yes Description of the Event.
Asset Yes The Advanced Asset affected by the Event.
Event Type Yes Classification of the Event, such as Breakdown or Planned Maintenance.
Status Yes Current state of the Event. Planned, In Progress, or Complete.
Event Location No Where the Event is occurring.
Scheduled Start Yes Planned start date and time of the Event.
Scheduled End Yes Planned end date and time of the Event.
Start Date Conditional Actual start date and time. Automatically set when Status changes to In Progress.
End Date Conditional Actual end date and time. Automatically set when Status changes to Complete.
Description / Notes No Additional context or details about the Event.
Event Work Orders No Work Orders assigned to the Event.
Delay Codes No Log any delays that occur during the Event. Available when Status is not Pending

Some fields are automatically populated based on status changes.

Where Events are created

Events can be created in several places:

  • Work Management → Events
    • Select + Add Event
  • Work Management → Visual Planner
    • Select + Add Event
  • Work Management → Work Orders
    • Select a Work Order
    • Choose + Add to Event
    • Select + Create New Event

All methods create the same Event record.

Creating an Event

To create an Event:

  1. Navigate to one of the Event entry points.
  2. Select + Add Event.
  3. Select the Advanced Asset.
  4. Select the Event Type and Event Status.
  5. Optionally enter an Event Location.
  6. Enter Scheduled Start and Scheduled End.
  7. Add notes if required.
  8. Add Work Orders to the Event if ready to do so.
  9. Save the Event.

Adding Work Orders to an Event

Work Orders can be added to an Event:

  • During creation from a Work Order
  • From the Visual Planner
  • From the Event detail screen

Once added:

  • The Work Order becomes scheduled
  • The Work Order is linked to the Event
  • Downtime context is shared

Managing Events on Desktop

On Desktop, Events are managed in Work Management → Events.

Events are grouped into:

  • Planned
  • In Progress
  • Complete

From this screen you can:

  • Filter and search Events
  • View linked Assets and Work Orders
  • Update Event status and dates
  • Close Events when work is finished

Managing Events in the mobile App

Events can also be created and updated in the mobile App.

This allows:

  • Operators to log breakdowns immediately
  • Technicians to start Events on site
  • Real-time visibility for supervisors

Changes sync automatically with Desktop.

Pre-requisites

Before creating Events:

  • Assets must be configured as Advanced
  • Event Types must exist in reference tables
  • Users must have permission to create Events
  • Scheduling rules should be defined

Example of an Event in use

A haul truck breaks down during a shift.

The supervisor:

  • Creates an Event for the asset
  • Sets Scheduled Start immediately
  • Adds multiple Work Orders for inspection and repair
  • Marks the Event In Progress when work begins
  • Completes the Event once the asset returns to service

Downtime is recorded accurately and all work is grouped together.

Important considerations and best practices

  • Use Events for all downtime on Advanced Assets
  • Group related Work Orders into a single Event
  • Start Events when downtime actually begins
  • Complete Events promptly when assets return to service
  • Use consistent Event Types for reporting
  • Avoid overlapping Events on the same Asset
  • Events drive downtime and KPI reporting accuracy

Events are a core concept in Samurai CMMS for managing downtime, coordinating work, and understanding asset reliability.