We understand it is essential to keep a record of any parts replacement and the number of hours for each lamp your equipment uses. This allows salon owners to see the cost of tanning.
Please contact Support to enable maintenance tracking on your site. Please do not use or edit the maintenance Log Editor.
Once enabled by Support, please follow these steps to track your bed part hours:
1. Add the maintenance parts that were, or will be replaced for each piece of equipment.
2. Add a maintenance log each time you replace parts on a certain piece of equipment.
3. Check the Maintenance Log Report often to ensure all hours are tracked accordingly.
Please do not use or edit the maintenance Log Editor.
1. Creating Maintenance parts for each piece of equipment
Go to General Settings> Equipment > Maintenance Parts.
This is where you will add the items you changed or may need to replace in the future.
Here is an example of what your maintenance parts might look like.
If you have multiple beds of the same kind and they use the same type of lamp, then you only need to add one entry for each type of part. Even if the part goes into several beds. When entering the part names, please do not use '-' or any other special characters.
Please make sure to add both, the equipment name and the part name.
It is very important to add the number of Max Life (Hours) as this will be used to calculate the number of hours left for that part.
The Equipment name should be the bed name.
EG: 01- Sunrise.
The part name can be the item being replaced.
EG: "Top Lamps"
Once the necessary parts have been added, you can go to each bed to add a maintenance log for the parts you created.
2. Adding the maintenance logs for each bed.
Go to General Settings> Equipment > Update Beds
Select the equipment and scroll down to the bottom of the page.
Then click on ADD LOG ENTRY
The entry you log is the date that the change was made.
As long as you know when that was done, you can add that date, and it will calculate the usage based on the check-in history and minutes for that bed.
For the Previous Hours to Add, You will only add hours that were logged in your previous software before you went live with Tan-Link. We do not recommend adding previous hours if the part was replaced after you went live with Tan-Link. If that's the case, then please use the exact date when the parts were replaced and not today's date.
**Please only add previous hours if you have a record of hours before your live date with Tan-Link from other software. Any hours added unnecessarily will cause the total hours and hours left not to calculate accordingly.
This will allow Tan-link to add any hours you enter to the hours that the equipment was used in Tan-Link and subtract from the Max Life hours for that part.
When selecting from the list of parts ( created earlier in the maintenance part editor) do not use "Other"
Using Other, will cause the # of hours to be negative or show 0 hours left.
3. Check the Maintenance Log Report
Go to Reports>Maintenance Log Report
You can run the report from a date before you went live with TL until today's date.
Tan-Link Calculates the following to obtain the hours left as follows:
- First, we obtain the Max life hours for each part selected when a log was created.
- Then we calculate the number of Hours Since according to how the log was dated.
(Total hours starting from the date entered when the log was created).
- Then we subtract the hours since from the max life hours.
If any previous hours were entered, they are also subtracted from the Max life hours
Max Hours: 1000
Hours since: 256
Hours Left: 744
If you add Previous Hours, then those hours are added to the calculation.
Max Hours: 1000
Hours since: 256
Previous Hours: 300 (these should be from before the date selected for this log)
Hours Left: 444
If the Max life hours were not set for the Parts, then the system will subtract from 0 and the result will be negative.