Recording Tests in the Logbook
Who writes into the logbook, recording a scheduled test, what a failed test triggers, and correcting an entry.
Recording Tests in the Logbook
The logbook is the evidence an inspector asks for: every inspection, test, service, fault and repair on a system, dated and attributed. Entries arrive from four places, and the routine test programme is read straight from them.
Who Writes Into the Logbook
| Who | Where | What |
|---|---|---|
| Your staff | Project → Logbook tab → Add Entry | Any entry type, against any system, including a scheduled test |
| Your engineers | The job page → Logbook note | Fault, Repair, Inspection or Note against a system linked to the job, once the job is started |
| The app itself | When a job is completed | A Service entry on every system linked to the job — read-only |
| Your client's contacts | The portal → the system's logbook → Record test | The routine tests, against the suggested device; needs the Record logbook tests ability |
Recording a Test from the Logbook Tab
- Choose the System
- Under Scheduled test, pick the rule this entry satisfies — it then counts towards the programme. Leave Not a scheduled test for anything else
- If the rule records a device, Device tested is pre-selected with the one tested longest ago; change it if a different one was tested
- Confirm the Entry Type, Date and Description (filled from the rule), add Notes
- Set the Outcome — Pass, Fail or N/A — and click Add Entry
Entry types are Inspection, Test, Service, Fault Report, Repair, Installation, Modification and Client Note.
When a Test Fails
A Fail on a scheduled test — recorded by you or by the client on the portal — emails the company's owners and admins straight away: <project>: <rule> failed, with the system, device, date, who recorded it and the notes, and an Open the logbook link. The client has recorded the result; deciding what happens next is yours. A pass sends nothing.
Correcting an Entry
The row menu on the Logbook tab offers Edit and Delete for entries written by people. The portal is record-only, so a contact who ticked Pass on a test that actually failed cannot fix it — you do, from here. The date, type, description, notes, outcome and device can be changed; the system and the scheduled-test link cannot. A corrected date moves the entry to the right period, the device's last tested date moves forward if needed, and the change is written to the project's activity with the old and new outcome. Changing an outcome to Fail sends the failure email; re-saving an entry that was already failed does not send it again.
Entries the app wrote when a job was completed carry the job number and cannot be edited or deleted.
Portal Access
Portal access on the Logbook tab shows which of the client's portal contacts can open this location. Abilities — including Record logbook tests — are set on the client's contact, not here; see Portal Contacts: Job Title, Abilities and Locations.