Maintenance Reminders and Calendar

This manual explains how Contact Ground tracks maintenance due dates, sends proactive reminders to the operations team, and surfaces upcoming maintenance events directly on the calendar.

1. Overview

Each maintenance item is tracked by exactly one mode: hours (flight-time) or date. If you need both thresholds for the same task, create two items. For each item you can configure a reminder lead-time (in days) so the operations team is notified before the work is due.

Upcoming maintenance is automatically shown on the calendar as read-only, informational events. These events are visible to all users but cannot be edited from the calendar; they do not block members from booking the resource.

2. Reminder Days Field

Each maintenance item has a Reminder (days before due) field. When set to a value greater than zero, the notification service sends a maintenance notification to all operations-capable roles (owner, admin, operations) on:

Item type	Reminder sent on
Date-based	Due Date − Reminder Days
Hour-based	Predicted Due Date − Reminder Days

Example: If the due date is September 30 and Reminder Days is 14, the reminder is sent on September 16.

Set Reminder Days to 0 to disable reminders for an item.

3. Predicted Due Dates (Hour-Based Items)

When an item is tracked by hours (i.e., both Hours Interval and Due at Hours are set), Contact Ground calculates a predicted calendar date for when the resource will reach the due threshold.

How the prediction works

1. The system looks at the resource's flight-hours records from the past three months (90 days).

2. If fewer than three months of data exist, all available records are used.

3. The average weekly usage (hours flown per week) is calculated from those records.

4. The predicted due date is computed as:

   Predicted Due Date = Today + (Hours Remaining / Average Weekly Hours) weeks
   

   where Hours Remaining = Due at Hours − Current Hours.

5. If there is no usage history, or the item is already overdue, no prediction is shown.

The predicted rate is recalculated each time data is loaded; it is not stored in the database.

4. Calendar Display

Upcoming maintenance appears on the calendar in two forms:

Form	Appearance	Condition
Maintenance Due	Solid orange all-day event on the due date	Date-based items with a Due Date
Maintenance Prediction	Dashed yellow event on the predicted date	Hour-based items with a calculable prediction

These events:

• Are read-only — they cannot be clicked to edit.
• Do not block members from making reservations.
• Appear across all calendar views (day, week, resource).

To change due dates or intervals, navigate to Resource → select the resource → edit the maintenance item directly.

5. Maintenance Blocks vs. Maintenance Reminders

Feature	Maintenance Block	Maintenance Reminder
Purpose	Reserve downtime on the calendar	Alert ops team before work is due
Blocks booking?	Yes	No
Created by	Operations role via calendar	Automatic (from maintenance item config)
Editable from calendar?	Yes	No

6. Setting Up Reminders

1. Open Resource from the left sidebar.
2. Select the resource to configure.
3. Under Maintenance Items, click Add Maintenance Item or Edit an existing item.
4. Fill in:
   • Description
   • Either Hours Interval and Due at Hours (hour-based) or Date Interval (days) and Due Date (date-based)
   • Reminder (days before due) — enter the number of days in advance to notify the operations team
5. Save.

The notification service checks for reminders on every cycle (approximately every 5 minutes) and sends notifications when the trigger date matches today.

7. Viewing Predictions in the Resource Detail

When viewing a resource, the maintenance item list shows:

• Current hours status (overdue, due soon, or OK)
• For hour-based items: the predicted due date and the estimated weekly usage rate used for the calculation
• The configured reminder lead-time

8. Best Practices

1. Set reminder lead-times to match your maintenance planning cycle (e.g., 14 days for 100-hour inspections, 30 days for annual inspections).
2. Review predicted dates periodically — high-utilisation weeks or reduced flying will shift predictions.
3. After completing maintenance, update the due value for that item's tracking mode to reset the cycle.
4. Use maintenance blocks on the calendar to reserve downtime once the actual work is scheduled.