Assigning & Tracking Defects

Once a defect is reported, it needs to be assigned to someone for repair and tracked through to completion.

Assigning a defect

1. Open the defect from the Defects list
2. Select a user from the Assigned To dropdown
3. Save the changes

When you assign a defect:

• If the defect is currently Open, it automatically transitions to In Progress
• The assigned user receives a Defect Assigned notification with details of the defect and the asset
• The assignee can see the defect in their work list

You can reassign a defect at any time by selecting a different user.

TIP

Assign defects to the person best qualified to fix the problem. For external repairs, assign to a contractor user.

Setting a due date

Each defect can have a due date — the date by which the repair should be completed. This helps with:

• Prioritising work
• Tracking overdue repairs
• Meeting compliance deadlines

Defects past their due date are highlighted in the defect list and can trigger escalation notifications.

Cost tracking

AssetBuddy tracks the cost of defect repairs with two fields:

Field	Description
Parts Cost	The cost of materials, replacement parts, or components
Labour Cost	The cost of labour to carry out the repair

These costs are recorded during the closeout process and can be used in reports to track maintenance spend.

Tracking who repaired it

The Repaired By field records who performed the actual repair. This may be different from the assigned user — for example, a supervisor might be assigned the defect but delegate the physical repair to a technician or contractor.

Monitoring defect progress

Defect list

The main Defects page shows all defects with filters for:

• Status (Open, In Progress, Awaiting Parts, Awaiting Verification, Closed)
• Severity (Critical, High, Medium, Low)
• Site
• Assigned user

Dashboard cards

The dashboard shows:

• Open defects count
• In Progress defects count
• Overdue defects

Escalation

If a defect remains unresolved past its due date, AssetBuddy can send escalation notifications to H&S admins and site managers to ensure it gets attention.

Required permissions

Action	Minimum role
View defects	Operator
Create defects	Operator
Assign defects	Supervisor
Close/verify defects	Site Manager