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Schedule maintenance over member bookings

Schedule maintenance over member bookings

Section titled “Schedule maintenance over member bookings”

Book maintenance on an asset without cancelling member bookings first. The bookings that overlap the maintenance window are suspended automatically for the duration of the window and restored automatically when you remove, shorten, or move it.

This is the intended flow for unscheduled maintenance on an asset that already has bookings in the diary. You do not need to ring round and ask members to cancel.

Before you start

Section titled “Before you start”
  • You must be an owner or admin of the syndicate.
  • The asset does not need to be grounded. If it is grounded (from a confirmed grounding squawk), maintenance can still be scheduled — suspended bookings then stay suspended until the last active cause clears.
  • An entirely new behaviour compared with the pre-launch app: you no longer cancel member bookings before booking maintenance. Doing so would lose the automatic restore if you later reschedule.

Steps

Section titled “Steps”
  1. Open the calendar: Syndicate → Calendar (or the Calendar tab on the syndicate detail screen).
  2. Select the asset from the asset filter, then pick the window on the calendar the way you would for any booking — click-and-drag on web, long-press-and-drag on mobile.
  3. In the Create Booking dialog, set the booking type to Maintenance (if it isn’t already; some entry points pre-select it).
  4. Enter the Maintenance description — what the work is, why it’s needed. This will appear on each suspended member’s notice.
  5. If member bookings overlap the window, a Bookings Will Be Suspended section appears listing the affected members and their slots. Syndik8 also requires a Reason for maintenance in this case — this is what members see on their suspension notice, so keep it plain. (“Annual out of phase inspection”, “Oil leak investigation”.)
  6. Tap Schedule Maintenance.

You see a success snackbar. The maintenance appears on the calendar as a confirmed maintenance booking; the overlapping member bookings change to a suspended status.

What members see

Section titled “What members see”

Each member whose booking was suspended receives a Booking Suspended for Maintenance notification (in-app and, if enabled in their preferences, by email). The notification includes:

  • The asset name.
  • The reason you entered, verbatim.
  • A line indicating the booking will restore automatically if the maintenance is rescheduled or cancelled.

The suspended booking stays on the calendar in a muted style — it isn’t deleted — and the member can view it in their Bookings list under the suspended filter.

Restoring bookings

Section titled “Restoring bookings”

You don’t need to restore anything manually. Bookings restore automatically whenever the cause is removed, provided no other cause is still active. The rules:

  • Delete the maintenance booking — every suspended booking that previously overlapped it restores to confirmed, unless it is still overlapped by another maintenance window or by an open grounding squawk.
  • Set the maintenance to cancelled, completed, or rejected — same behaviour.
  • Shorten the window — bookings that fall outside the new, narrower window restore; bookings that are still inside it stay suspended.
  • Move the window — bookings outside the new window restore; bookings now inside the new window suspend.

Each affected member receives a Booking Reinstated notification when their booking restores.

Limits and edge cases

Section titled “Limits and edge cases”
  • In-progress bookings are protected. If the maintenance window would overlap a booking where start_time ≤ now < end_time, the booking dialog refuses with “Another booking is currently in progress during this window. Choose a later start time.” Wait for the flight to finish, shift the maintenance start, or ask the pilot to end their booking early.
  • Two maintenance windows cannot overlap. The service prevents you from scheduling one maintenance booking on top of another on the same asset. Edit the existing one instead.
  • Pending and tentative member bookings are not suspended by the maintenance trigger. They stay on the calendar but cannot be promoted to confirmed while the maintenance overlaps them. Once the maintenance is cleared, a pending booking can be approved normally.
  • Grounding squawk plus maintenance. If an asset is grounded by a squawk and has active maintenance, a booking stays suspended until both are cleared. Resolving the squawk alone does not restore bookings that are still inside the maintenance window.

If it goes wrong

Section titled “If it goes wrong”
  • “Only admins can schedule maintenance bookings” — you’re signed in as a member, or as an admin of a different syndicate. Switch to the correct account or ask an admin to book.
  • “Please give a reason — members will see it in their suspension notice” — the Reason for maintenance field is mandatory whenever the dialog shows a suspension section. Fill it in.
  • “Another booking is currently in progress during this window. Choose a later start time” — see Limits and edge cases above.
  • Member reports their booking didn’t restore when I cancelled the maintenance — check whether the asset has an open grounding squawk (Maintenance → Squawks) or a second maintenance window covering the same slot. Either will keep the booking suspended. Clear the remaining cause and the booking restores.

See also

Section titled “See also”