Maintenance

Prevention is better than cure.

Performing high-quality preventive maintenance may seem impossible when you have hundreds of pieces of equipment. Not with Kafinea.

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Equipment tracking

Keep an eye on all your equipment

Do not let any of your work tools fall through the cracks. With Kafinea’s Maintenance app, you can, for example, track your fleet of vehicles or computers, your electrical installations, your office furniture, and much more.

Thanks to customizable fields, you can create and track as many equipment categories as you wish.

Maintenance operations

Assign tasks to your employees

Automatically assign tasks to the most qualified team for a given type of intervention thanks to Kafinea ERP’s customizable workflows.

Record detailed intervention reports. In the event of an inspection, you will have a record of the regulatory checks carried out on your equipment.

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Automated reminders

Reduce your mental load and the risk of forgetting

Let Kafinea remind you of the preventive maintenance operations to be carried out. Your brain and your equipment will thank you.

Ask to be notified when a roadworthiness inspection or an oil change will soon need to be carried out on a vehicle. Never forget the annual inspection of your fire extinguishers again.

Maintenance tickets

Work as a team to keep your equipment in good condition

Enable all your employees to submit maintenance tickets when they notice a problem on your premises: a burnt-out light bulb, a water leak, a clogged toilet, etc.

If you rent equipment to customers, they can also report technical issues by submitting a ticket thanks to their access to your customer extranet.

Automation in the service of maintenance

  • AI Assistant for Text Fields

    Automatically summarize, expand, rephrase, or correct your textual content to gain precision and fluidity.

  • AI Prompt

    Use AI in Kafinea workflows to understand a situation and automate actions.

  • AI-powered advanced search

    Benefit from intelligent search that goes beyond semantics, understands the meaning of your queries, and provides relevant results.

  • AI-Powered Automations

    Integrate AI prompts into your workflows to automate calculations, analyses, and decision-making based on your ERP data.

  • Autonomous AI Agents

    Entrust complex missions to intelligent agents who break down tasks, execute them in the necessary order, and continuously adapt their actions.

  • Customizable workflows

    Create your workflows to automate record creation, field updates, email sending, and much more.

  • Interactive AI Chatbot

    Ask questions about the data you have access to and receive instant answers, in text, tabular, or graphical format.

  • MCP Server for External AI

    Connect external artificial intelligence to Kafinea to enhance your automated processes and expand your capabilities.

  • Reminder notifications

    Customize your reminders (pop-up window, email, or SMS) and their triggers.

  • REST API

    Synchronize data in real time between the platform of your choice and your Kafinea instance.

  • Scheduled Reports

    Configure periodic email delivery of a report in table or chart format.

  • Web forms

    Import the data received from a contact form and use it in Kafinea.

  • Webhooks

    Send data to other platforms regarding an event that has just occurred.

Advanced maintenance features

  • Advanced per-user access rights

    Choose which actions are allowed or which information is visible for each user, down to the field level.

  • Comments with Attachments

    Share information and documents between collaborators via the Comments block in Kafinea records.

  • Customizable fields

    Add your own input fields, picklists, date pickers, URLs, etc.

  • Dependent Picklists

    Establish a relationship between two picklists, enabling the choices in one to dynamically adjust based on the selection in the other.

  • Dynamic and Customizable Email Templates

    Easily create your own dynamic email templates using shortcodes.

  • Dynamic and customizable PDF templates

    Design as many dynamic PDF templates as desired using shortcodes.

  • Filtering records by tag

    Group different records under the same tag to easily find them in one place, even if they come from different modules.

  • Product barcodes

    Set a barcode for each product and create custom automations when it is scanned.

  • Product QR codes

    Set up a QR code for each product and create custom automations when it is scanned.

  • Relational tabs

    Switch from one record to another related record in one click via relational tabs.

  • Reports and Charts

    Visualize real-time key information from your chosen module via tabular and graphical reports.

Basic maintenance features

  • Auto-fill Client Information

    Simply import all client information (postal address, SIRET number, email, etc.) into your documents by selecting the client.

  • CSV Data Import

    Import data via a CSV file by mapping the columns from the original file to Kafinea fields.

  • Custom naming sequences

    Set the prefixes and suffixes for your document names and their incrementing.

  • Customizable blocks

    Organize your records into accordion blocks to group your fields.

  • Customizable dashboards

    Create your own individual dashboards and easily find the information that matters to you.

  • Dynamic Widgets

    Create your own widgets on your dashboards and visualize your data more easily.

  • Export Data to PDF Format

    Export the data of your choice to PDF format.

  • Filter tickets by priority

    Set a priority level for each ticket to make it easier to handle urgent requests.

  • Filtered views

    Create data lists with filtered views that you require on a regular basis.

  • Illustration Images

    Illustrate your listings with an image for easier identification within your interfaces.

  • Personal Calendar

    Add one-time or recurring activities and tasks to your Kafinea calendar and manage your schedule.

  • Record duplication

    Duplicate a record in one click.

  • Record Tracking

    Be notified of updates to a record you follow, resulting from an action by a colleague or an automation.

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