Feature

Dated inspections reach the Maintenance phone before they expire

1 November, 08:00. The maintenance technician receives on their WhatsApp a message that starts with "🔧 Noviembre: revisiones y certificados que tocan" (November: inspections and certificates due) and, below it, one line per obligation with what it is, when it expires and who does it: the annual certificate for the boilers, which expires on 1 December. That date was in the centre's maintenance logbook, on a sheet that gets opened when someone remembers. Bedel has loaded it as a reminder for the Maintenance post, with a month's margin, and sends it on its own.

What goes in and what comes out each month

What happens in the centre	What Bedel does
The centre hands over its maintenance logbook	An internal Bedel script reads the inspections and certificates that have a date and loads each one as a reminder for the Maintenance post, with a text that says what it is, when it expires, how often it is due and who does it
An inspection by a control body expires in April	The reminder is set for the 1st of an earlier month, with the margin chosen for that obligation: for example, two months if it has to be booked and one if the supplier already has a contract
The 1st of the month arrives	The people in the Maintenance post receive via WhatsApp the block "🔧 ... revisiones y certificados que tocan" (inspections and certificates due), one line per obligation, in date order
That post also has birthdays or special days loaded	Obligations go separately and first, in their own block, so they are not read as one more line in the diary
The send of the 1st could not go out	The cron runs every day and sends the month's block the first time it can, only with what is still ahead. If it reached nobody, it tries again on the next run
According to the logbook, an inspection is already overdue	The line flags it with ⚠️ and says on what date it expired according to the logbook, so it is not read as just another one
An inspection uncovers something broken	Maintenance opens a job from the same WhatsApp with '/averia' and what is wrong, and follows the faults and incidents circuit

Where the dates come from

There is no form: the dates are loaded from the logbook the centre already keeps. An internal script reads the dated obligations (an inspection by a control body, a supplier's annual certificate) and leaves them as reminders for the Maintenance post. Whatever the sheet does not date is left out, because inventing a day for it would be worse than not having it.

Each obligation carries the text as the house writes it: what it is, how often it is due, who does it and when it expires.
Only the supplier's name is loaded, not its phone numbers or email addresses.
Tasks with a frequency but no date on the sheet stay out and are noted separately so the centre can date them.
Loading the same logbook again does not duplicate what was already there.

The alert date is not the expiry date

Booking an inspection takes weeks, so a reminder in the same month it expires is no use. That is why each obligation has two dates: the one on the sheet, which is the expiry date, and the alert date, which comes earlier: the 1st of an earlier month. The reminder goes out in the month of the alert date, and the text says when it really expires.

The margin is chosen per obligation when it is loaded, in months.
For example: two months for inspections by a control body, which have to be booked, and one for certificates from a supplier with a contract.
The line spells out the expiry date: "vence el 1 de marzo de 2027 (cada 2 años)" (expires on 1 March 2027, every 2 years).

How the reminder arrives

It goes out via WhatsApp to every active person in the Maintenance post, along the same path as any team notice: if that person's 24-hour window is closed, it goes by approved template. The cron runs daily, but a month's block is only sent once: Bedel reserves the month before sending and, if the notice reached nobody, undoes the reservation so it can try again.

One block per month and per post, with the obligations in date order.
If it goes out late, because the 1st failed or because the centre started mid-month, it only carries what is still ahead.
Obligations are marked with 🔧 and come before the birthdays and special days of the same post.
Whoever receives it has their open incidents in the same chat with '/tareas'.

And faults, through their own door

The preventive reminder flags what is due for inspection; what breaks goes through another door. When an inspection uncovers a fault, the technician opens it from the same WhatsApp and it enters the job circuit, with its deadline and its closure. They are two things that touch, but they do not mix.

'/averia' and what is wrong opens a job from the chat.
'/averias' returns the list of the centre's open faults and their status.
On Monday mornings, whoever has jobs for their post that have not been picked up for more than two days receives a separate notice, which has nothing to do with this reminder.

What it does not do

It does not arrive every week or on Mondays: it is a monthly reminder. The Monday one is something else, the notice of faults nobody has picked up.
There is no screen or upload from the dashboard: the obligations are loaded by Bedel from the centre's logbook.
It does not carry recurring tasks without a date (legionella, fire extinguishers, evacuation drill, HACCP): if the sheet does not date them, no day is invented.
It has no equipment inventory or asset records.
It does not keep when each inspection was done or the certificate that proves it.

Frequently asked questions

How do I give Bedel my maintenance plan?

There is no screen to upload it. The centre hands over its maintenance logbook, the sheet where it already has the dated inspections and certificates, and an internal Bedel script loads those obligations as reminders for the Maintenance post. Whatever has no date on the sheet is not loaded: it is noted separately so the centre can give it one.

When does the reminder arrive, and to whom?

On the 1st of each month, via WhatsApp, to the people who hold the Maintenance post in the centre's org chart. It carries the obligations whose alert date falls in that month. If the send of the 1st could not go out, it goes out the first time it can, only with what is still ahead, and it is not repeated within the same month.

How much notice does it give?

Whatever is chosen for each obligation, in months, when it is loaded. For example, two months for an inspection by a control body, because it has to be booked, and one for the annual certificate of a supplier that already has a contract. The alert date is the 1st of a month before the expiry, and the line gives the real expiry date.

Does it work for legionella, fire extinguishers or the evacuation drill?

Only if the centre gives them a date. Those tasks usually appear on the sheet with a frequency marked in weeks, not with a specific day, and Bedel does not invent one. If Maintenance sets the real date of each one, they go in like any other dated obligation and arrive in the reminder for the month in question.

Can Maintenance look up its inspections whenever it wants?

The monthly reminder is a send, not a query: there is no command that returns the preventive plan. What Maintenance does have in the chat is its open incidents with /tareas and the centre's list of faults with /averias, and each month's block stays in its WhatsApp conversation.

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