Maintenance Sandbox Workout¶

Before You Start¶

Sandbox Access

Training accounts:

Username	Password	Role
`manager1`	`manager1`	Manager (full access)
`csr1`	`csr1`	CSR (can submit requests)

You can also log in with any Scott Recycling employee email using password training.

This is a safe copy of our real system. Nothing here affects production. Practice freely.

The sandbox resets periodically from a fresh copy, so don't worry about "breaking" anything. The Maintenance module is pre-installed and ready to use.

Sandbox Limitations

The sandbox may not have equipment records pre-loaded — you'll create them as part of the exercises
Preventive maintenance auto-generation depends on scheduled actions, which may not run in the sandbox — you'll learn how to trigger them manually
Email notifications won't send in the sandbox

Prerequisite

Complete the Maintenance Fundamentals course first, or at least skim it. These exercises assume you understand the concepts.

Training Path Overview¶

Complete these exercises in order. Each one builds on the previous. Plan for about 2 hours total.

#	Exercise	What You'll Practice	Time
1	Find the Maintenance App	Navigation, main menu, views	10 min
2	Set Up Equipment Categories	Creating categories for your equipment types	10 min
3	Set Up a Maintenance Team	Creating and configuring your garage team	10 min
4	Add Your First Equipment	Creating equipment records with full detail	20 min
5	Create a Corrective Maintenance Request	Reporting a breakdown and filling in all fields	15 min
6	Work a Request Through the Pipeline	Moving a request from New → In Progress → Repaired	15 min
7	Set Up Preventive Maintenance	Configuring recurring schedules on equipment	15 min
8	Use the Calendar View	Viewing and managing scheduled maintenance	10 min
9	Explore Reporting	Reading maintenance data and equipment health	10 min
10	Real-World Scenarios	Putting it all together with realistic situations	15 min

Exercise 1: Find the Maintenance App (10 min)¶

Goal: Know where the Maintenance app lives and how to navigate its main sections.

Steps¶

Log in at the sandbox URL as manager1 / manager1
From the main Odoo dashboard, find and click the Maintenance app icon
You'll land on the Maintenance Requests view — this is your primary working screen
Explore the top menu:
- Click Maintenance — this shows all maintenance requests
- Click Equipment — you'll see submenus for Machines & Equipment and Equipment Categories
- Click Configuration — you'll see Maintenance Teams and other settings
- Click Reporting — this is where analytics live
Go back to Maintenance → Maintenance (the requests list)
Try the different view options in the top-right corner:
- List view (lines icon) — table format
- Kanban view (squares icon) — card columns by stage
- Calendar view (calendar icon) — timeline view
- Pivot view — data analysis
- Graph view — charts

Checkpoint¶

Can you find the Maintenance app from the main dashboard?
Do you know where Equipment, Configuration, and Reporting live?
Can you switch between List, Kanban, and Calendar views?

Exercise 2: Set Up Equipment Categories (10 min)¶

Goal: Create the equipment categories that will organize your equipment records.

Steps¶

Go to Maintenance → Equipment → Equipment Categories
Click New and create the following categories (one at a time):

Category Name	Notes
Box Trucks	Local delivery trucks
Tractor Trailers	OTR long-haul trucks
Forklifts	Warehouse forklifts and pallet jacks
Balers	Cardboard and plastics compaction
Shop Equipment	Lifts, compressors, tools
Trailers	Detachable trailers

For each category, just enter the Name and click Save. You can optionally set:
- Responsible — Default person for this category
- Color — For visual coding in views
- Comments/Notes — Any relevant details

Think About¶

What other categories might you need? Think about all the equipment in the garage and warehouse.
Categories can always be added later — start with the main ones and refine.

Checkpoint¶

Did you create at least 4 equipment categories?
Can you see them all in the Equipment Categories list?

Exercise 3: Set Up a Maintenance Team (10 min)¶

Goal: Create the garage maintenance team and add members.

Steps¶

Go to Maintenance → Configuration → Maintenance Teams
You may see a default team. Click New to create your own:
- Team Name: Garage
- Team Members: Add yourself (manager1) and any other sandbox users
- Color: Pick a color (this shows in the Kanban view)
Click Save
Optionally create a second team:
- Team Name: Warehouse Equipment
- Team Members: Add relevant sandbox users

Think About¶

Should you have one team for everything, or split by specialty?
Smaller teams make it clearer who owns what. One team is simpler to manage.
You can always reorganize later.

Checkpoint¶

Did you create at least one maintenance team?
Does the team have members assigned?

Exercise 4: Add Your First Equipment (20 min)¶

Goal: Create realistic equipment records for three different types of equipment.

Steps¶

Create three equipment records. For each one, go to Maintenance → Equipment → Machines & Equipment and click New.

Equipment 1: A Box Truck¶

Field	Value
Equipment Name	`SBT-1 — Freightliner M2 {40}`
Equipment Category	Box Trucks
Maintenance Team	Garage
Technician	(select any sandbox user)
Used By	(select any sandbox user — this represents the driver)
Serial Number	`3ALACWFC5PDPX8833` (example VIN)
Model	`Freightliner M2 106`
Effective Date	`01/15/2022`

Add a note in the Description tab: "Fleet #40. Local box truck. 12-box capacity. Primary SBT route."

Equipment 2: A Forklift¶

Field	Value
Equipment Name	`Forklift-1 — Toyota 8FGU25`
Equipment Category	Forklifts
Maintenance Team	Warehouse Equipment (or Garage)
Technician	(select any sandbox user)
Used By	Warehouse department
Serial Number	`8FGU25-12345`
Model	`Toyota 8FGU25`
Effective Date	`06/01/2023`

Add a note: "Main warehouse forklift. 5,000 lb capacity. Propane powered."

Equipment 3: A Baler¶

Field	Value
Equipment Name	`Baler-1 — Harris HRB-4`
Equipment Category	Balers
Maintenance Team	Warehouse Equipment (or Garage)
Technician	(select any sandbox user)
Serial Number	`HRB4-2021-0456`
Model	`Harris HRB-4`
Effective Date	`03/15/2021`

Add a note: "Cardboard baler. Horizontal feed. Located at the south wall of the warehouse."

Think About¶

Why is it important to match the equipment name to Fleet app naming for trucks?
What other details would help a mechanic finding this record for the first time?

Checkpoint¶

Did you create three equipment records?
Does each have a category, team, and technician?
Did you add serial numbers and descriptions?

Exercise 5: Create a Corrective Maintenance Request (15 min)¶

Goal: Report a breakdown and fill in all the relevant fields.

Scenario¶

SBT-1 came back from its route today and the driver reported that the brake lights are intermittent — sometimes they work, sometimes they don't. This is a safety issue and needs to be addressed before the truck goes out again.

Steps¶

Go to Maintenance → Maintenance and click New
Fill in:

Field	Value
Request Name	`SBT-1 — Intermittent brake lights`
Maintenance Type	Corrective
Equipment	SBT-1 — Freightliner M2
Maintenance Team	Garage (should auto-fill from equipment)
Responsible	(select the technician)
Priority	2 stars (Very Important — safety issue)
Scheduled Date	Tomorrow's date

In the Description field, write: "Driver reports brake lights are intermittent. Sometimes work, sometimes don't. Noticed on return from route. Check wiring harness, bulbs, and brake light switch. Do not dispatch until resolved."
Click Save
Post a message in the chatter: "Reported by driver after afternoon route return. Truck parked in bay 2."

Now Create a Second Request¶

Create another request on your own for this scenario: The forklift (Forklift-1) has a slow hydraulic leak — you can see fluid on the floor after it sits overnight. It still operates but needs attention this week.

Fill in all fields with appropriate values. Choose the right priority level.

Checkpoint¶

Did you create two corrective maintenance requests?
Did the brake light request get priority 2 (Very Important)?
Did the forklift request get priority 1 (Important)?
Did you add descriptions and chatter notes?

Exercise 6: Work a Request Through the Pipeline (15 min)¶

Goal: Move a maintenance request from creation to completion using both the form view and the Kanban board.

Steps — Form View Method¶

Open the brake light request you created in Exercise 5
The request should be in New Request stage (shown in the status bar at the top)
Click In Progress in the status bar — you've just started work
Post a chatter message: "Inspected wiring harness. Found corroded connector at the rear driver-side junction. Ordered replacement connector — ETA tomorrow."
Wait a moment (simulating time passing), then post another message: "Replaced corroded connector. Tested brake lights — working correctly. Road test confirmed."
Click Repaired in the status bar — the work is done

Steps — Kanban Board Method¶

Go to Maintenance → Maintenance and switch to Kanban view (squares icon)
Find the forklift hydraulic leak request in the New Request column
Drag the card from "New Request" to "In Progress"
Click the card to open it and post a chatter message: "Identified leak at the hydraulic cylinder seal. Seal replacement needed."
Go back to Kanban view and drag the card from "In Progress" to "Repaired"

Think About¶

Which method do you prefer — form view or Kanban?
The Kanban board is great for a quick overview. The form view is better for detailed notes.
In practice, you'll use both throughout the day.

Checkpoint¶

Did you move the brake light request through all three stages?
Did you practice using the Kanban drag-and-drop?
Did you add chatter messages at each stage?

Exercise 7: Set Up Preventive Maintenance (15 min)¶

Goal: Configure recurring maintenance schedules on your equipment.

Steps¶

Go to Maintenance → Equipment → Machines & Equipment
Open the SBT-1 equipment record
Look for the Maintenance tab (or section)
Under Preventive Maintenance, click Add a line (or Create)
Set up the following schedule:

Field	Value
Maintenance Type	Preventive
Recurring Maintenance	Yes / Enabled
Repeat Every	90 days
Maintenance Team	Garage
Responsible	(select technician)
Description	"Oil and filter change — 10,000 mile / 90 day interval"

Add a second preventive schedule:

Field	Value
Recurring Period	180 days
Description	"Brake inspection — pads, rotors, lines, fluid"

Add a third:

Field	Value
Recurring Period	365 days
Description	"DOT annual inspection"

Save the equipment record
Now open the Forklift-1 record and add:

Service	Recurring Period
Hydraulic fluid check	30 days
Annual OSHA inspection	365 days

Think About¶

What happens when these intervals are reached? Odoo will auto-generate a request.
What if the truck hits 10,000 miles before 90 days? You'd create a manual request — the time-based schedule is a backup.
Can you see the preventive schedules from the equipment list?

Checkpoint¶

Does SBT-1 have three preventive schedules?
Does Forklift-1 have two preventive schedules?
Do you understand how auto-generation works?

Exercise 8: Use the Calendar View (10 min)¶

Goal: View scheduled maintenance on the calendar and understand how to plan your week.

Steps¶

Go to Maintenance → Maintenance
Switch to Calendar view (calendar icon in the top-right)
You should see your requests plotted on the calendar based on their scheduled dates
Try these views:
- Month view — Big picture of what's coming
- Week view — Detailed planning
- Day view — Today's work
Click on a date to create a new request directly from the calendar
Click on an existing calendar entry to open the request
Try dragging a request to reschedule it to a different date

Planning Your Week¶

Use the calendar to answer these questions:

How many requests are scheduled for this week?
Are there any days with too many requests stacked up?
Is anything urgent that should be moved earlier?

Checkpoint¶

Can you switch between month, week, and day views?
Can you open a request by clicking it on the calendar?
Did you try rescheduling a request by dragging?

Exercise 9: Explore Reporting (10 min)¶

Goal: Find and read maintenance reports and equipment health data.

Steps¶

Go to Maintenance → Reporting
You'll see a default analysis view. Explore the options:
- Measures — Change what's being measured (count, duration, etc.)
- Group By — Group results by equipment, team, type, priority, etc.
- Filters — Filter by date range, maintenance type, team
Try these specific views:
- Group by Maintenance Type — see corrective vs. preventive breakdown
- Group by Equipment — see which equipment has the most requests
- Group by Stage — see how many requests are in each stage
Switch between Graph, Pivot, and List views
Go back to Equipment → Machines & Equipment and open the SBT-1 record
Look at the MTBF field — this shows the mean time between failures
Check the Maintenance Count — how many requests are linked to this equipment

Think About¶

If one piece of equipment has significantly more corrective requests than others, what does that tell you?
How would you use MTBF data to plan equipment replacement?
What report would you run to prepare for a quarterly maintenance review meeting?

Checkpoint¶

Can you find the Reporting section?
Can you group requests by equipment and maintenance type?
Do you know where to find MTBF on an equipment record?

Exercise 10: Real-World Scenarios (15 min)¶

Goal: Apply everything you've learned to realistic situations.

Scenario A: Monday Morning¶

It's Monday morning. You arrive at the garage and need to plan your day.

Open the Maintenance app
Switch to the Kanban view — check for any new requests submitted over the weekend
Switch to the Calendar view — see what preventive maintenance is due this week
Identify the most urgent item and assign it to yourself
Start working on it (move to In Progress)

Scenario B: Mid-Route Breakdown¶

A driver calls in — MOR-1 has a flat tire on route. They need roadside assistance and the truck won't make it back today.

Create a new Corrective maintenance request:
- Request Name: MOR-1 — Flat tire (roadside)
- Priority: 3 stars (Urgent)
- Equipment: (create MOR-1 if you haven't already, or use any truck)
- Scheduled Date: Today
In the description, note: "Driver reports flat tire on route, approximately mile marker 45 on I-81. Roadside service called. Truck will be towed back to garage if tire cannot be changed on-site."
Post a chatter message notifying the team

Scenario C: Equipment Retirement¶

The old cardboard baler (Baler-1) has broken down again. The repair would cost more than a replacement. Management has decided to scrap it.

Open Baler-1's most recent maintenance request (or create one)
In the description, note the decision: "Repair estimate exceeds replacement cost. Management approved scrap. New baler on order."
Move the request to the Scrap stage
Open the Baler-1 equipment record and note in the description that it has been retired

Scenario D: Monthly Review¶

Prepare a quick maintenance summary. Go to Reporting and answer:

How many total maintenance requests exist?
How many are corrective vs. preventive?
Which equipment has the most requests?
Are there any requests still in "New Request" that need attention?

Checkpoint¶

Did you handle the Monday morning planning?
Did you create the urgent roadside request with correct priority?
Did you properly retire the baler?
Did you pull a maintenance report?

Wrap-Up Checklist¶

By completing this workout, you should be comfortable with:

Finding and navigating the Maintenance app
Setting up equipment categories and maintenance teams
Creating equipment records with full detail
Submitting corrective and preventive maintenance requests
Working requests through the pipeline (New → In Progress → Repaired)
Using the Kanban board and Calendar view
Setting up recurring preventive maintenance schedules
Reading reports and checking equipment health (MTBF)
Handling real-world scenarios — breakdowns, urgent issues, equipment retirement

What's Next?¶

Resource	Description
Maintenance Fundamentals	Review concepts and terminology anytime
Maintenance Software Guide	Detailed reference for all Maintenance module features
Odoo Maintenance Video	Free official Odoo tutorial video
Odoo Maintenance Docs	Official Odoo documentation

Need Help?¶

Contact your supervisor or the IT department if you have questions about the Maintenance module. For system issues, reach out to the development team.