Is the car park visit this quarter or next?
You now look after chargers at a supermarket car park, a few office sites, a hotel and a council depot. Each contract promises something slightly different: a number of visits a year, certain checks, a report. The contracts sit in a folder, the charger list in a spreadsheet, and visit dates in the diary if someone remembered to put them there.
A site host emails asking for last year's maintenance report ahead of their own audit. You find you did the visits, mostly, but the reports are in three formats and one site was missed entirely when an engineer left.
Reactive work always wins
Maintenance is easy to postpone because nothing is broken today. Every week, fault calls and new installs arrive with more urgency, and planned visits slide. There is also no single view of obligations: which chargers, at which sites, need what, by when, under which contract.
- Contract terms are read once at signing and then forgotten.
- The charger list per site is out of date after additions and swaps.
- Visits are booked when someone looks at the spreadsheet.
- Engineers use their own checklist, or none.
- Reports are written in a word processor, one site at a time.
When visits slip
Contracted visits you have not delivered are an awkward conversation at renewal, or a reason not to renew. Checks that were skipped can let a small problem become a fault, and a fault on a public charger means drivers who could not charge and a site host who notices. Report writing eats engineer evenings, and inconsistent reports make your service look less organised than it is.
Public and workplace chargers are also visible in a way home chargers are not. Drivers leave reviews on charging apps, and a site host reading that the bays are often broken will ask what your maintenance visits are for, whether or not the fault had anything to do with them.
A maintenance schedule built from the contracts
- Each contract's terms go into the system as structured data: sites, chargers covered, visit frequency, required checks and report recipients. Your team confirms each one.
- Each site's charger list is linked to your commissioning and asset records, so it stays current when units are added or swapped.
- Visits are generated ahead of their due windows and offered to the scheduler alongside reactive work, with access notes for each site.
- Engineers get a checklist per charger model in their job app, set by your team. Each check is ticked with a photo where your process wants one, and defects create a follow-on job.
- When the visit closes, a report is produced in a standard format and sent to the site host contacts, with defects and recommendations listed.
- A dashboard shows visits due, overdue and complete by contract, so slippage is visible early.
| Contract element | Held today | Held in the schedule |
|---|---|---|
| Visit frequency | In a PDF | Structured, generates visits |
| Chargers covered | A spreadsheet | Linked to live asset records |
| Checks | Engineer's habit | Checklist per model, set by you |
| Report | Typed per site | Produced on visit close |
| Status | Nobody knows | Due, overdue, complete by contract |
The checks themselves are yours to define, based on manufacturer guidance and your own standards. We build what records them; we do not set them.
Maintenance you can show
Planned work sits in the diary next to reactive work, so the scheduler makes a conscious choice rather than letting it slide by default. Engineers follow the same checks everywhere. Site hosts get consistent reports without chasing. At renewal time, you can show every visit and every defect raised and closed under the contract.
Checklist for your contracts
- You could not say today which contracted visits are overdue.
- Maintenance reports look different depending on the engineer.
- Site hosts have asked for reports you had to assemble.
- The charger list per site does not match what is on the ground.
- Planned visits are regularly bumped by fault calls.