Maintenance Worksheet Templates in Odoo 18
By Braincuber Team
Published on December 26, 2025
Maintenance teams performing repairs with verbal instructions create inconsistency: one technician checks oil level, another skips it; safety steps get forgotten under time pressure; new hires lack documentation on equipment-specific procedures; completed work has no verification trail for compliance audits; and maintenance quality depends entirely on individual technician memory rather than standardized checklists.
Odoo 18's Maintenance Worksheet Templates transform ad-hoc repairs into standardized, traceable procedures. Create custom checklists for each equipment type with required fields, safety checkpoints, measurement readings, and signature verification. Technicians follow guided workflows ensuring no steps are missed, work completion is documented with timestamps and signatures, and historical maintenance records provide audit trails for compliance and warranty claims.
Worksheet Template Features:
- Custom field builder with drag-and-drop
- Equipment-specific checklists
- Signature capture for accountability
- Date/time stamping for tracking
- Related fields from maintenance requests
- Comments and notes sections
- Completion status tracking
- Historical record keeping
Understanding Maintenance Worksheets
Worksheet templates standardize how maintenance tasks are documented and executed across your organization.
Why Standard Worksheets Matter
Consistency
Every maintenance task follows same procedure regardless of who performs it—eliminating variability
Compliance
Documented proof of work for safety audits, warranty claims, and regulatory requirements
Training
New technicians learn correct procedures through guided checklists instead of tribal knowledge
Analysis
Structured data enables pattern detection—recurring issues, part failures, time estimates
Step 1: Enable Worksheet Templates
Activation
- Navigate to
Maintenance→Configuration→Settings - Enable "Custom Maintenance Worksheets"
- Click
Save - New menu item "Worksheet Template" appears in Configuration menu
Step 2: Create Worksheet Template
Template Creation
- Access Templates: Go to
Maintenance→Configuration→Worksheet Template - Create New: Click
Newbutton - Name Template: Enter descriptive name
Example: "Workcenter Preventive Maintenance", "HVAC System Inspection", "Forklift Safety Check"
Step 3: Design Custom Template
Use drag-and-drop designer to build your custom worksheet with required fields.
Opening Template Designer
- From template list, click "Design Template" button
- Studio designer opens with split view:
- Left Panel: Available field types to add
- Right Panel: Template canvas where you build worksheet
Available Field Types
| Field Type | Purpose | Example Use |
|---|---|---|
| Text | Single-line text input | Serial number, part ID |
| Text Area | Multi-line notes | Observations, comments |
| Integer/Float | Numeric measurements | Temperature, pressure, hours |
| Date/DateTime | Timestamp tracking | Service date, completion time |
| Checkbox | Yes/No verification | Safety check completed? |
| Selection | Dropdown list | Condition: Good/Fair/Poor |
| Signature | Digital signature capture | Technician approval |
| Related Field | Pull data from maintenance request | Equipment name, team assigned |
Building Template - Example Workflow
Example: Workcenter Maintenance Worksheet
Step 1: Add System Fields
Drag existing fields from left panel:
- ID: Automatic worksheet number
- Display Name: Shows request title
- Last Updated On: Modification timestamp
- Last Updated By: User who last edited
Step 2: Add Related Fields
Drag "Related Field" type, configure:
- Field 1: Workcenter (links to request's workcenter)
- Field 2: Maintenance Team
- Field 3: Equipment Serial Number
These auto-populate from maintenance request
Step 3: Add Measurement Fields
Drag numeric fields for readings:
- Operating Hours (Integer)
- Temperature Reading (Float)
- Vibration Level (Float)
Step 4: Add DateTime & Signature
- Drag Date & Time field, label: "Service Completed"
- Drag Text Area, label: "Comments"
- Drag Signature, label: "Technician Signature"
Field Configuration
When adding each field, configure properties:
Label
User-facing field name (e.g., "Workcenter", "Temperature")
Help Tooltip
Instructions shown on hover
Required
Force completion before saving
Default Value
Pre-filled value for field
Saving Template
- After adding all fields, click
Closebutton (top-right) - Template saves automatically
- Returns to worksheet template list
Step 4: Use Template in Maintenance Request
Apply worksheet template to maintenance requests for guided task completion.
Creating Maintenance Request
- Go to
Maintenance→Maintenance Requests - Click
New - Fill request details:
- Equipment: Select equipment/workcenter
- Team: Assign maintenance team
- Responsible: Assign technician
- Scheduled Date: When maintenance should occur
- Worksheet Template: Select custom template
Request Workflow
New Request
Request created, awaiting assignment
In Progress
Technician begins work, accesses worksheet via smart button
Fill Worksheet
Complete all required fields, add measurements, notes
Repaired/Done
Mark complete, worksheet status shows green (completed)
Step 5: Complete Worksheet
Accessing Worksheet
- Open maintenance request (status: In Progress or later)
- Click "Worksheet" smart button at top
- Worksheet opens with template fields
Filling Worksheet
Field Completion:
Auto-Populated Fields
Related fields (Workcenter, Team, etc.) fill automatically from request
Manual Entry Fields
Enter measurements, observations, date/time
Signature
Click Signature field → Draw or Upload → Adopt & Sign
Comments
Add detailed notes about work performed or issues found
Signature Capture
- Click signature field
- Popup appears with two options:
- Draw: Use mouse/touchscreen to draw signature
- Load: Upload signature image from computer
- Click
Adopt & Signto save
Completion Status
When worksheet is complete, maintenance request shows green "Worksheet Completed" indicator.
Best Practices
Equipment-Specific Templates
Create separate templates for each equipment type (HVAC, forklifts, CNC machines)—each has unique check points.
Include Safety Checks
Add checkbox fields for critical safety procedures (lockout/tagout verified, PPE worn, guards replaced) to ensure compliance.
Make Key Fields Required
Mark critical fields (signature, completion date, safety checks) as required to prevent incomplete worksheets.
Review Historical Data
Completed worksheets provide trend data—compare vibration readings over time to predict bearing failures before they occur.
Frequently Asked Questions
Conclusion
Odoo 18's Maintenance Worksheet Templates eliminate the guesswork and inconsistency from maintenance operations. By transforming verbal instructions and tribal knowledge into standardized, digital checklists, you ensure every technician—from 20-year veterans to new hires—follows the same proven procedures for each equipment type. Guided workflows prevent missed steps, required signatures enforce accountability, and structured data capture enables trend analysis for predictive maintenance.
Whether you're managing HVAC systems requiring specific temperature readings, forklifts needing daily safety inspections, or CNC machines with precise calibration checks, custom worksheet templates provide the consistency and documentation necessary for equipment reliability, compliance with safety regulations, and warranty protection. The result: reduced downtime from preventable failures, faster technician training, and complete audit trails proving maintenance was performed correctly and on schedule.
Need Help Implementing Maintenance Systems?
Our operations experts can help you design equipment-specific worksheet templates, configure preventive maintenance schedules, train technicians on digital workflows, integrate IoT sensors for condition monitoring, and build complete maintenance management systems that maximize equipment uptime and extend asset life.
