How do maintenance scheduling and automatic reminders work?

Kai tracks maintenance intervals and sends automatic reminders to keep your assets in compliance.

Maintenance types

• One-time — a single planned service with no recurrence
• Time-based — calendar intervals (e.g. annual inspection every 12 months)
• Meter-based — usage intervals (e.g. oil change every 50 hours)

Pick the interval type that matches the manufacturer's recommendation. You can create multiple maintenance items per asset, each with its own type.

How it works

1. Set up maintenance items — when you add an asset, Kai prefills common items based on the asset type
2. Record maintenance — log each time a service is performed (date, cost, vendor, parts, receipt)
3. Automatic tracking — for meter-based items, the next due reading is recalculated from your usage logs as they're entered
4. Reminders — notifications go out before the due date or due reading

Reminder settings

• Advance notice — how many days/hours before due (e.g. 30 days)
• Recipients — all group members or specific roles
• Recurrence — one-time or until the maintenance is logged

Status

• Upcoming — within the reminder window
• Due — past the due date but not yet performed
• Overdue — significantly past due
• Completed — performed and logged

Best practices

• Set realistic reminder windows (30–60 days for an annual)
• Log maintenance immediately after completion
• Include all relevant details — cost, vendor, parts, work order
• Upload receipts and inspection forms
• For aircraft, track ADs, TBO hours, component time limits, and medical-certificate renewals separately