Torek Maintenance checklist software
Updated
In Torek a maintenance checklist comes in two parts, and both can stop a work order from closing too early. The first is the service protocol — a list of planned parts attached to a work order. Its lines are reserved in the warehouse, and before the job can be closed the technician has to check them off: used, and how much, or not used. That single step produces three results at once — a correct stock balance, part lines in the job’s cost, and a meter reading in the asset’s history.
The second is the checklist itself, which can be made mandatory. While an active template is marked as required, a work order will not close without a signed checklist. The protocol answers what went in; the checklist answers what was inspected.
A template is a reusable parts kit — a first service for tractor units, an oil change, and so on. It carries a name, a description, an optional asset type and lines drawn from the warehouse catalogue, each with a quantity and an optional note such as the exact filter model.
A work order with unresolved protocol lines does not close. Instead, each line is marked used or not used; a used line can have its quantity adjusted, with the planned quantity offered by default.
| Line state | Meaning | Effect on stock |
|---|---|---|
| Missing | Planned, but stock did not cover it | None — the balance is untouched |
| Reserved | Held for this job | Shown as committed, not available to others |
| Used | Confirmed with a quantity | Picked from the reservation; any surplus released |
| Not used | The part was not needed | The whole reservation is released |
Why a signature rather than a tick. Anyone can tick a box at any time. A signature ties the inspection to a specific person and moment — the same reason a handover or defect report is a document rather than a note in a notebook.
What it does not do: missing lines do not turn themselves into a purchase order — the shortage is shown, the decision stays with a person; protocols do not create work orders on their own; and part prices are never rewritten retroactively. Checklist items are text: they describe the action rather than measure it for the technician.
The usual workshop problem is not disorder but invisibility. Parts leave the shelf and the balance does not move; the job is done and only the hours reach its cost. A protocol closes that gap with one required action at the end of the job rather than with another form to fill in — and because the meter reading is captured in the same step, the service history stays complete without a separate data-entry stage.
A list of planned parts attached to a work order: which filters, oils and fluids the job will consume, and how much of each. Every line is reserved in the warehouse as soon as it is added, so the work order header can answer a simple question — can this job start at all?
At the end of the job the same list becomes the check-off sheet: what was actually used, in what quantity, and what was not.
A plain list is a note. A protocol line has a state and a link to stock: missing, reserved, used or not used.
So the balance in the warehouse changes when a part is actually consumed, rather than when somebody remembers to record it.
No. If any protocol line is still unresolved — missing or reserved, and not marked used or not used — completion is refused until it is checked off.
That is the one place where job cost and stock balance could drift apart, so it is closed deliberately.
A checklist is a template of items. One template is active at a time, and a separate setting marks it as required on completion — with it on, a work order cannot be closed until a signed checklist run exists for it.
Each new version of a template gets its own number, and a completed run stays tied to the version it was filled against, so old records still read the way they were signed.
Yes. In the Android app the checklist is filled in on the work order itself: items are ticked, a note can be added, and the run is saved and signed.
Checklists need a connection — the system records the signature with the user and the timestamp, so a sign-off is never queued for offline replay.
A service template can be tied to an asset type, in which case it is only offered for that type; left without one, it is offered for everything.
In practice companies keep a few templates per fleet segment — one set for tractor units, another for self-propelled machinery.
A walkthrough: template, reservation and check-off on a real job.
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