Maintenance Tutorial

Maintenance log overview

Record service work, costs, attachments, and next-due reminders

01

Page title — shows the maintenance log section for the operator.

New Entry — opens the form to add a new maintenance record.

Upcoming due banner — highlights maintenance items due soon or due today.

Filters — narrow logs by vessel and maintenance category.

Log table — lists service history with date, boat, title, category, engine hours, cost, next due, attachments, and actions.

Staff access — Paid/non-Free operators can manage which staff can read or edit maintenance records for a boat.

Best use: Add a log every time a vessel is serviced, repaired, inspected, cleaned, upgraded, or has a safety-related maintenance action.

What you see

Maintenance

Track service history, costs, attachments and upcoming maintenance.

+ New Entry

Manage Access

Date	Boat / Title	Category	Engine hrs	Cost	Next due	Files	Actions
13 Jun 2026	Engine service Lady Sapphire by Harbour Marine	Engine	420h	$1,250.00	13 Jun 2026	2	ViewEditRemove
1 Jun 2026	Hull inspection Morpheus	Hull	—	$380.00	1 Dec 2026	—	ViewEditRemove

Upcoming due banner

Shows maintenance tasks approaching their next due date

02

When it appears — only when there are upcoming due items returned by the system.

Boat name — identifies which vessel the due item belongs to.

Maintenance title — the service item that needs attention.

Urgent badge — used when the item is due today or within a short urgent window.

Soon badge — used for upcoming due items that still have more time.

Operator priority: Check this banner before opening new slots, especially if the task affects vessel safety or seaworthiness.

Due banner examples

Filtering maintenance logs

Filter by vessel and category

03

All boats — shows maintenance logs for every vessel.

Specific boat — only shows logs for the selected vessel.

All categories — shows all maintenance types.

Specific category — narrows records to engine, hull, electrical, safety, plumbing, rigging, cosmetic, or other.

Manage Access button — appears for non-Free memberships when there are boats available.

Tip: Use boat + category together when preparing evidence for a service provider, surveyor, or insurance claim.

Filter bar

Manage Access

Result: Changing either dropdown reloads the table using that filter combination.

Maintenance log table

Main list of vessel service records

04

Date — service date for the maintenance record.

Boat / title — includes log title, boat name, and service provider when entered.

Category — colour-coded maintenance type.

Engine hours — optional reading at time of service.

Cost — maintenance cost, formatted as Australian dollars.

Next due — upcoming due date. Overdue dates are red; future dates are green.

Files — shows attachment count when receipts, photos, PDFs, or Word documents exist.

Actions — View opens the detail drawer, Edit opens the form, Remove opens delete confirmation.

Table row anatomy

Date	Boat / Title	Category	Engine hrs	Cost	Next due	Files	Actions
13 Jun 2026	Engine oil and filter service Lady Sapphire by Harbour Marine	Engine	420h	$1,250.00	13 Dec 2026	3	ViewEditRemove

Maintenance categories

Colour-coded maintenance types

05

Engine — mechanical servicing, oil, filters, motors, propulsion.

Hull — hull inspection, antifoul, structural work.

Electrical — batteries, wiring, navigation lights, electronics.

Safety — safety gear, emergency systems, compliance-related checks.

Plumbing — water systems, pumps, toilets, hoses.

Rigging, Cosmetic, Other — sailing hardware, appearance work, or anything that does not fit the main categories.

Category pills

Engine Hull Electrical Safety Plumbing Rigging Cosmetic Other

View maintenance detail drawer

Quickly review one full maintenance record

06

Open drawer — click View on a row.

Header — shows title, boat name, and service date.

Detail grid — service date, engine hours, cost, provider, next due date, and next due hours.

Description and notes — shown when entered in the log.

Attachments — shows photos, PDFs, DOC/DOCX files attached to the log.

Add file — upload a new file directly from the drawer.

Edit Entry — closes the drawer and opens the edit modal for the same record.

Detail drawer preview

Engine service

Lady Sapphire · 13 Jun 2026

✕

Engine

Service date

13 Jun 2026

Engine hours

420h

Cost

$1,250.00

Service provider

Harbour Marine

Next due date

13 Dec 2026

Next due hours

520h

Description

Oil and filter changed. Checked belt tension and cooling system.

PHOTO

PDF

receipt.pdf

+ Add file

Edit Entry

Add or edit a maintenance log

Main form fields for service records

07

Boat — required. Select the vessel this maintenance record belongs to. Disabled when editing an existing record.

Category — required. Choose the maintenance type.

Title — required. Use a clear service name like “Engine oil service”.

Description — optional details of the work performed.

Service date — required. The date the work was completed.

Engine hours — optional. Useful for engine-based service intervals.

Cost and provider — record the invoice amount and who performed the service.

Next due section — set the next service due date or engine-hour threshold.

Validation: The form will not save unless boat, title, service date, and category are filled.

Add/Edit modal

Maintenance AI extractor

Prefill the log form from invoices, receipts, or service records

08

Where it appears — at the top of the add/edit modal.

What it can extract — title, service provider, service date, cost, category, description, and next due date.

Manual review — operators must check extracted values before saving.

Manual override — any extracted value can be edited before the entry is saved.

Accuracy tip: Always verify service date, cost, next due date, and engine hours before saving.

AI extractor area

AI maintenance extractor

Upload an invoice, receipt, service sheet, or photo. BookMyWave can help extract the service date, provider, cost, category, and next due date.

+ Upload maintenance document

After extraction: Review the prefilled fields and correct any wrong information before saving.

Attachments, receipts and photos

Upload supporting files to each maintenance record

09

Accepted file types — images, PDFs, DOC, and DOCX are supported by the upload handler.

File size — files larger than 20MB are rejected.

Photo vs receipt — image files are treated as photos; PDFs and Word files are treated as receipts/documents.

Add mode — files are stored as pending attachments and uploaded after the new log is saved.

Edit mode — files upload immediately to the existing log.

Drawer upload — operators can add files while viewing a log in the detail drawer.

Best practice: Attach receipts, engine-hour photos, part photos, and service reports so maintenance history is audit-ready.

Upload and pending files

+ Add file

photoengine-hour-photo.jpg✕

receiptservice-invoice.pdf✕

Attachment grid

PHOTO

✕

PDF

receipt.pdf✕

DOC

service.docx✕

Staff access controls

Control who can read or edit maintenance records per vessel

10

Who sees it — Manage Access appears for operators whose membership tier is not Free.

Boat selection — access is managed per vessel. If a boat filter is selected, that boat is used; otherwise the first boat is used.

None — staff cannot access maintenance records for that vessel.

Read — staff can view maintenance records.

Edit — staff can view and update maintenance records.

Security tip: Give edit access only to trusted staff responsible for maintenance administration.

Staff access modal

Remove maintenance entry

Confirmation step before deleting a log

11

Remove button — opens the confirmation modal from the table row.

Cancel — closes the modal without deleting anything.

Confirm delete — deletes the maintenance record and reloads the filtered list.

Warning: Deleting a maintenance entry may remove important audit history. Use delete only for incorrect or duplicate records.

Delete confirmation

This maintenance entry will be removed from the log. This action should only be used for incorrect or duplicate records.

Cancel

Delete

Image preview lightbox

View uploaded maintenance photos in full size

12

Open — click an image attachment thumbnail in the drawer or edit modal.

Full-size view — image opens over a dark overlay for inspection.

Close — click the overlay or close button to return to the maintenance page.

Useful for: Engine-hour photos, before/after repair photos, damaged parts, safety gear, and receipts captured as images.

Lightbox preview

Managing maintenance logs