Use cases

Parts and inventory in Cohiva Control

In short

Parts and inventory in Cohiva Control are tracked with reorder points, so you know when stock is running low. Parts consumed on a work order are recorded against it for cost rollup, and documents attach through a storage interface using presigned URLs, so spares, costs and supporting files all stay tied to the work.

Parts and inventory in Cohiva Control

Maintenance runs on parts as much as on people. A job that is ready to go but waiting on a spare is a stalled job, and a part used but not recorded is a cost that vanishes from the picture. Cohiva Control tracks parts with reorder points, records what gets consumed against the work order that used it, and keeps supporting documents attached through a secure storage interface. The aim is simple: the right spares on hand, and an honest cost on every job.

Reorder points keep stock honest

Each part can be tracked with a reorder point, the stock level at which you want to be prompted to buy more. When stock falls to that level, you have a clear signal rather than a surprise. This matters because of how work orders behave: a job can sit in the pending parts state while a spare is on order, and every such stall is downtime you could have avoided. Reorder points reduce how often that happens by warning you before stock runs out, so the parts are there when the work is.

Parts consumed are recorded against the work order

When a part is used on a job, it is recorded against that work order. That single design choice is what makes maintenance cost real. The work order already rolls up labour cost; adding the parts consumed means a finished job shows what it actually cost, in spares and in effort, rather than only that it was done. Over many jobs and many assets, that data tells you where your maintenance spend is going and which assets are quietly expensive to keep running.

Documents behind a secure storage interface

Maintenance generates files: manuals, warranty documents, photos, supplier paperwork. Cohiva Control attaches these through a storage interface using presigned URLs. A presigned URL is a short-lived link to a file, so access is controlled and time-limited rather than a permanent public address. Sensitive details are kept out of object names, and there are no public buckets holding your documents open to the world. The effect is that files stay attached to the asset or the work order where they belong, and access to them is deliberate.

How parts fit the work order lifecycle

Parts are part of the same flow as everything else in Cohiva Control. A work order moves through its server-enforced state machine, and the pending parts state exists precisely because waiting on a spare is a normal part of maintenance. When the part arrives and is fitted, it is recorded against the job, the work order moves on, and the cost rollup reflects what was used. The append-only history of the work order captures the transitions along the way.

Why it matters

Parts management is often the weak link that turns a tidy maintenance operation into a frustrating one: jobs stalled on missing spares, and costs that never make it into the numbers. By tracking reorder points, recording consumption against the work order, and keeping documents behind a secure storage interface, Cohiva Control keeps the spares flowing and the costs visible. That is the difference between knowing what maintenance costs and guessing.

Part of the Cohiva platform

Cohiva Control is part of the Cohiva platform. Leisure operators often run it with Cohiva Complex, and finance teams connect it to Cohiva Crunch for the general ledger. Explore the platform at www.cohiva.app.

Frequently asked questions

How does Cohiva Control help avoid running out of parts?
Parts are tracked with reorder points, so when stock falls to the level you set, you have a clear signal to reorder before a job is held up waiting for a spare.
How are parts costs captured?
Parts consumed on a work order are recorded against that work order, so they feed into its cost rollup alongside labour. A finished job shows what it cost in both parts and effort.
Where are documents stored?
Documents attach through a storage interface using presigned URLs, which are short-lived links to the file. Sensitive details are kept out of object names and there are no public buckets.
Why do reorder points matter for maintenance?
A work order can stall in the pending parts state while a spare is on order. Reorder points reduce how often that happens by signalling low stock before it stops a job.
Does parts data connect to cost reporting?
Yes. Because parts are recorded against the work order they were used on, the cost of maintenance includes parts as well as labour, which gives a truer picture of what an asset costs to keep running.