🧭 SCHEDUFIX – User Guide
*Preventive Maintenance System for IT Laboratories*
Developed for: *North Eastern Mindanao State University (NEMSU)*
1. 🧩 System Overview
SCHEDUFIX is a web-based platform built to manage and automate the preventive maintenance workflow for IT laboratories. It allows administrators and technicians to schedule, monitor, and log maintenance activities while providing viewers with summarized insights of laboratory statuses.
The system focuses on:
- Ensuring timely maintenance of IT equipment
- Improving repair response efficiency
- Maintaining accurate records and reports for accountability
2. 👥 User Roles and Access
| Role | Description | Access Level |
|---|---|---|
| Admin | Full access to all modules, including user management, scheduling, and maintenance reports. | 🔓 Full |
| Technician | Conducts maintenance, updates status, handles service requests, and performs repairs. | 🧰 Limited |
| Viewer | Can view dashboards, summaries, and visual lab layouts only. | 👁️ Read-only |
3. 🔐 Login and Registration
**Login**
- Enter registered username and password.
- Redirected to the Dashboard upon successful login.
**Registration**
- Admin/Technician: Registered as “Pending” until approved by an Admin.
- Viewer: Instantly logged in with limited access (Dashboard summaries only).
4. 🧭 System Navigation
4.1 **Header Menu**
| Element | Description | URL |
|---|---|---|
| Title Menu | Redirects to Dashboard | index.php |
| Notifications | Displays system alerts for Repairs, Requests, and Calendar updates | – |
| User Menu (Dropdown) | Access profile and settings | – |
4.2 **Sidebar Menu**
| Menu | Description | URL |
|---|---|---|
| Dashboard | Displays analytics and lab summaries | https://www.schedufix-nemsucantilan.site/pages/index.php |
| Devices | Manage laboratory devices | /device-list.php |
| Device Logs | Perform and record preventive maintenance | /device-log.php |
| Preventive Maintenance - Calendar | Manage and view scheduled maintenance | /calendar.php |
| Service Requests | Submit and manage maintenance/repair requests | /requests.php |
| Repairs | Track ongoing and completed repairs | /repairs.php |
5. 👤 User Menu Options
| Option | Description | URL |
|---|---|---|
| Account Information | Manage personal information | /profile.php |
| System & Preferences | Adjust system settings | /profile.php |
| Social and External Links | Manage linked accounts | /profile.php |
| Manage Users | Admin-only module to approve or remove users | /manage-users.php |
| Help & Support | Access tutorials and user manual | *(coming soon)* |
6. 📊 Dashboard Overview
The **Dashboard** serves as the central summary page showing system-wide maintenance insights.
Components:
- Pie Chart Summary – Displays total counts:
- Total Devices
- In Maintenance
- Open Requests
- Out of Service
- Vertical Bar Graph – Shows Top 5 Labs with Most Requests.
- Lab Status Summary – Displays overall health for each lab:
- Operational
- Under Maintenance
- With Requests
- Out of Order
Each Lab Card is clickable, leading to a visual layout of devices with status indicators:
/visual-room.php?lab=# or /visual-room2.php?lab=#
Quick Access Links:
- Preventive Maintenance →
/maintenance.php - Requests →
/requests.php - View All Devices →
/device-list.php
7. 💻 Devices Module
Manages laboratories and their respective IT equipment.
Features:
- Add Laboratory (Modal) – Admin only
- Add Device (Modal) – Admin only
- Edit Device – Admin and Technician (limited)
| Role | Permission |
|---|---|
| Admin | Add, Edit (name/status), Delete |
| Technician | Edit status only |
8. 🧾 Device Log Module
Handles all preventive maintenance records for each device.
Key Functions:
- Add Maintenance Log – Technician records preventive checklist results
- Manage Checklist (Modal) – Admin adds or removes checklist items
- Posted Maintenance Summaries – Displays ✔️ and ❌ results, comments, technician info, and timestamps
9. 🗓️ Preventive Maintenance – Calendar Module
Shows upcoming and completed maintenance activities using a dynamic calendar interface.
Features:
- Past Events – Logbook:
/logbook.php
View all completed maintenance and repair logs. - Manage Preventive Maintenance:
/maintenance.php
Create or modify maintenance schedules.
🩶 The current month is highlighted in grey for better tracking.
10. 🧰 Service Request Module
Allows users to submit requests for device repairs or maintenance.
Features:
- Create New Request →
/request-create.php - Delete Selected Request (Modal)
- Submit to Repairs (Action)
Workflow:
- **New Request:** Submitted → *Pending*
- **Submit to Repairs:** Technician sends to repair → *In Progress*
- **Repair Complete:** Update status → *Completed*
- **Error Correction:** Delete from repairs → returns to *Pending*
11. 🔧 Repairs Module
Used for managing ongoing and completed repair processes.
Actions:
- **View** – Display detailed repair history
- **Edit Repairs** – Modify repair information or progress
- **Delete** – Removes record and reverts request to Pending
12. ⚙️ System Modals, Actions, and Dropdowns
| Category | Components |
|---|---|
| Modals | Add Laboratory, Add Device, Manage Checklist, Delete Request |
| Actions | Submit to Repairs, Edit Repairs, Delete Repair |
| Dropdowns | User Menu (Profile, Preferences, Help, etc.) |
13. 🧩 Step-by-Step Guides
13.1 **How to Schedule and Perform Preventive Maintenance**
Step 1: Go to **Preventive Maintenance Page** → maintenance.php Accessible via Dashboard or from Calendar’s “Manage Preventive Maintenance” button.
Step 2: Click **Create Schedule**, select **Laboratory**, and specify **Month/Year** → click **Save**.
Step 3: Go to **Device Log** → device-log.php. Technicians perform maintenance on each device using the checklist.
Step 4: After completing all devices, return to Preventive Maintenance page → Edit scheduled lab → mark as **Completed** → **Generate PDF Report.**
Step 5: Print the generated PDF for **hardcopy documentation.**
13.2 **How to Issue a Specific Request and Send it to Repairs**
Step 1: Go to **Service Requests** via Dashboard or Sidebar.
Step 2: Click **Create New Request** → Fill out all required details → Submit → Status becomes *Pending.*
Step 3: Technician submits the request to **Repairs**, automatically changes the status to *In Progress.*
💡 If submitted mistakenly, deleting the repair entry reverts it to *Pending.*
Step 4: Once the repair is done, technician updates status to **Completed** and saves the changes.
14. 🧾 End of User Manual
SCHEDUFIX – Preventive Maintenance for IT Laboratories Developed for **North Eastern Mindanao State University (NEMSU)**
*Ensuring every laboratory remains functional, efficient, and future-ready.*