Maintenance Stages and Teams Odoo 18
By Braincuber Team
Published on December 29, 2025
Manufacturing operations manager tracking equipment maintenance creates downtime disaster: critical production machine breaks down unexpectedly causing 8-hour production halt losing 50K daily revenue but maintenance team had no visibility into preventive schedule preventing failure prediction, maintenance requests scattered across email requiring manual tracking consuming 3 hours daily sorting 40 requests across 5 technicians, no stage progression visibility causing confusion whether CNC machine repair completed or still in-progress leading to duplicate work efforts, work center blockages not automated requiring manual production scheduling adjustments when equipment unavailable causing 2-hour delays weekly, and no team assignment dashboard preventing workload balancing resulting in one technician overwhelmed with 15 requests while another idle with 2—creating operational chaos equipment downtime and lost productivity from disorganized maintenance management without workflow stages team coordination and automated work center blocking.
Odoo 18 Maintenance Management enables systematic equipment upkeep through customizable maintenance stages tracking request progression from submission to completion, maintenance team configuration assigning specialized technicians to equipment groups, kanban workflow visualization drag-dropping requests through New In Progress Repaired Scrap stages, automatic work center blocking reserving equipment during maintenance periods, team dashboard displaying workload distribution scheduled tasks and pending requests, calendar view showing scheduled maintenance timeline, folded stage configuration collapsing completed requests, and request confirmation triggering automatic resource reservation—reducing equipment downtime 40 percent through proactive maintenance tracking eliminating request confusion enabling workload balancing and automating work center scheduling achieving organized systematic maintenance operations through structured workflow management.
Maintenance Features: Custom stages, Team assignment, Kanban workflow, Work center blocking, Dashboard visibility, Calendar scheduling, Folded stages, Automatic reservation, Request tracking, Workload balancing
Maintenance Stages Overview
Structured workflow tracking request lifecycle:
New Request
- Initial submission
- Awaiting assignment
- Request confirmed
In Progress
- Work underway
- Technician assigned
- Active repair
Repaired
- Work completed
- Request done
- Folded in kanban
Scrap
- Beyond repair
- Equipment retired
- Folded in kanban
Configuring Maintenance Stages
Accessing Stage Configuration:
- Go to Maintenance → Configuration → Maintenance Stages
- View existing stages list
- Click View button to edit existing stage
- Click New to create new stage
Stage Configuration Fields:
Stage Name:
Descriptive name appearing in kanban view (e.g., New Request, In Progress, Repaired)
Sequence Number:
Determines stage order (1=first, 2=second, etc.). Controls left-to-right kanban column arrangement.
Folded in Maintenance Pipe:
- Checked: Stage collapsed in kanban view hiding requests
- Use for: Completed stages (Repaired, Scrap) to reduce clutter
- Effect: Requests hidden but accessible by expanding column
Request Confirmed:
- Checked: Moving request to this stage confirms maintenance
- Work Center Impact: If maintenance type is work center WITH this checked:
- Work center automatically blocked for maintenance duration
- Leave created on work center calendar
- Production scheduling adjusted automatically
- Unchecked: No automatic work center blocking
Request Done:
- Checked: Stage considered successfully completed
- Use for: Final stages like Repaired
- Effect: Request marked complete in dashboards and reports
Default Stage Configuration Examples
Stage 1: New Request
- Sequence: 1
- Folded: Unchecked (visible)
- Request Confirmed: Checked (confirms and blocks work center)
- Request Done: Unchecked (not completed)
Stage 2: In Progress
- Sequence: 2
- Folded: Unchecked (visible)
- Request Confirmed: Checked (maintains work center block)
- Request Done: Unchecked (work ongoing)
Stage 3: Repaired
- Sequence: 3
- Folded: Checked (collapsed to reduce clutter)
- Request Confirmed: Checked
- Request Done: Checked (marks completion releases work center)
Stage 4: Scrap
- Sequence: 4
- Folded: Checked (collapsed)
- Request Confirmed: Checked
- Request Done: Checked (equipment permanently retired)
Configuring Maintenance Teams
Accessing Team Configuration:
- Go to Maintenance → Configuration → Maintenance Team
- View existing teams list
- Click New to create team
Creating New Team:
- Click New button
- Enter Team Name (e.g., Internal Maintenance, Subcontractor, Metrology)
- Add Team Members:
- Select users from dropdown
- Multiple members allowed
- Example: Mitchell Admin, Marc Demo
- Select Company if multi-company
- Click Save
Team Examples:
| Team Name | Members | Specialization |
|---|---|---|
| Internal Maintenance | John Smith, Sarah Jones | General equipment repair |
| Subcontractor | Mitchell Admin, Marc Demo | External specialized work |
| Metrology | Lisa Brown | Calibration and measurement |
Creating Maintenance Requests
Request Creation Steps:
- Go to Maintenance → Maintenance Request
- Click New
- Enter request details:
- Request Title: Descriptive name (e.g., CNC Machine Motor Replacement)
- Equipment: Select equipment needing maintenance
- Maintenance Team: Assign team (e.g., Subcontractor)
- Scheduled Date: Set maintenance date
- Duration: Estimated hours (e.g., 2 hours)
- Click Save
Request Appears In:
- Kanban view under New Request stage
- Team dashboard showing To Do count
- Calendar view on scheduled date
Team Dashboard
View maintenance workload and status:
Dashboard Widgets:
- To Do: Number of pending requests assigned to team
- Scheduled: Number of maintenance tasks with future dates
- In Progress: Active maintenance operations
- Completed: Finished repairs this period
Click widget to view detailed kanban or calendar view
Example Dashboard:
Subcontractor Team:
- 1 To Do (CNC Machine Motor Replacement)
- 1 Scheduled (for 07/25/2025)
- 0 In Progress
- 2 Completed this week
Kanban Workflow
Drag-and-drop request progression:
Moving Requests:
- Open Maintenance → Maintenance Request
- View kanban with stage columns
- Drag request card from New Request to In Progress
- Work center automatically blocked (if Request Confirmed enabled)
- Complete repair
- Drag request to Repaired stage
- Request marked done work center released
- Repaired column collapses (if Folded enabled)
Calendar View
Scheduled maintenance timeline visualization:
Accessing Calendar:
- Dashboard → Click Scheduled widget
- Calendar view displays with maintenance dates marked
- Click date to view request details
- Edit schedule directly from calendar
Work Center Blocking
Automatic production scheduling adjustment:
Auto-Blocking Workflow:
- Maintenance request created for work center
- Request moved to stage with Request Confirmed checked
- System automatically:
- Blocks work center on scheduled date
- Creates leave on work center calendar
- Prevents production orders during maintenance
- Rescheduled affected manufacturing orders
- Maintenance completed marked Repaired
- Work center automatically unblocked
- Production resumes
Best Practices
Use Folded Stages for Completed Requests: Kanban cluttered with 500 completed requests equals impossible workflow visibility. Fold Repaired and Scrap stages hiding finished work showing only active New and In Progress requests. Reduces cognitive load 70 percent enabling technicians focus on pending work versus scrolling past completed tasks.
Assign Specialized Teams to Equipment Categories: Single general maintenance team handling all equipment equals inefficient skill matching. CNC specialist wasting time on HVAC repair lacking expertise. Create specialized teams: CNC Team for machining equipment HVAC Team for climate systems Electrical Team for power distribution. Skill matching increases repair speed 40 percent reducing downtime.
Enable Request Confirmed for Work Center Maintenance: Unchecked Request Confirmed equals manual production rescheduling nightmare. Production planner discovers work center under maintenance after scheduling 20 orders causing 8-hour delay chaos. Enable Request Confirmed automatic work center blocking prevents scheduling conflicts eliminating manual coordination achieving automated resource management.
Conclusion
Odoo 18 Maintenance Management enables systematic equipment upkeep through customizable workflow stages maintenance team assignment kanban visualization automatic work center blocking team dashboards and calendar scheduling. Reduce equipment downtime 40 percent through proactive maintenance tracking eliminating request confusion enabling workload balancing automating work center scheduling achieving organized systematic maintenance operations through structured workflow management extending equipment lifespan and maximizing production reliability.
