Equipment Failure Triage Flow & Incident Log (Interactive)

{ "Title": "Equipment Failure Triage & Incident Log", "IntroductionHtml": "

Quick triage when equipment fails (use this first)

This interactive guide helps operators and shift leads move fast and safe when kitchen or facility equipment stops working. It focuses on three goals: keep guests safe, preserve service where possible, and make rapid, informed repair decisions so downtime and lost covers are minimized.

How to use this tool

Run the Quick Triage Checklist below, perform only low-risk checks if you are trained, and apply temporary workarounds only when they are safe and compliant. Save each incident with the built-in Incident Log so your team can follow up on preventive actions, spare-parts needs, and vendor SLAs.

Quick Triage Flow (practical steps)

1. Safety first: If you see smoke, fire, smell gas, exposed wiring, or flooding, evacuate/notify, isolate utilities if safe, and call emergency services or your on-call technician immediately.
2. Isolate and protect: If no immediate hazard, isolate the equipment (turn off power at the switch or breaker if safe), place a visible "Out of Service" tag, and keep staff and guests away.
3. Perform quick checks (under 5 minutes): breakers, fuses, power cords/plugs, visible leaks, control panel error codes, temperature readings, indicator lights. Record observations in the form below.
4. Decide temporary substitution vs emergency repair: Use the decision criteria below; if substitution is safe, apply and monitor; if not, escalate to emergency repair.
5. Contact the right people: Use your vendor/on-call tech list. Provide clear symptom notes, recent maintenance history, and suspected parts.
6. Document and follow up: Save this incident, schedule follow-up PM, and order required spare parts.

Decision criteria (summary)

• Safety & compliance: Any risk to food safety, fire, gas, electrical hazard or inspection failure -> emergency repair.
• Core service impact: If equipment supports highest-margin or commonly ordered items, prioritize repair.
• Duration & predictability: Short predictable workaround may allow substitution; unknown/worsening failures should be repaired urgently.
• Revenue vs repair cost: If downtime losses will exceed repair cost/fees, escalate repair.
• Backups available: If an approved backup or limited menu keeps service acceptable, substitution may be used.

Safe temporary workarounds (summary)

• Move perishables to a verified working fridge/freezer or cooled transport with documented temperatures.
• Switch to a limited menu that avoids failed equipment.
• Use alternate cooking equipment only when food safety and throughput are preserved.
• Handwash and sanitize when dishwashing is down; track temps and chemical use.
• Communicate proactively with front-of-house and guests.

What this interactive form does

The fields below capture quick checks, the on-shift workaround, a reasoned repair/substitution decision, vendor contact details, parts required, and follow-up PM actions. Saved incidents build operational memory and make prevention and vendor management easier.

", "SubmitLabel": "Save Incident", "SuccessMessage": "Incident saved. Use the saved entry to schedule follow-up PM and order parts as needed.", "DataType": "EquipmentFailureIncident", "SchemaVersion": 1, "Fields": [ { "Key": "incident_datetime", "FieldType": "text", "Label": "Date & time of report", "HelpText": "YYYY-MM-DD HH:MM (local time)." }, { "Key": "reported_by", "FieldType": "text", "Label": "Reported by (name/role)", "HelpText": "Who first noticed or reported the issue." }, { "Key": "triage_hazards", "FieldType": "checkbox", "Label": "Immediate hazards observed (check all that apply)", "Options": [ { "Value": "smoke_fire", "Label": "Smoke or fire" }, { "Value": "gas_smell", "Label": "Gas smell" }, { "Value": "exposed_wiring", "Label": "Exposed wiring" }, { "Value": "water_flooding", "Label": "Water flooding" }, { "Value": "none", "Label": "None visible" } ], "HelpText": "If any of these are checked, follow 'Safety first' (isolate utilities and call emergency services/technician)." }, { "Key": "isolated_and_tagged", "FieldType": "yesno", "Label": "Was the unit safely isolated and tagged 'Out of Service'?", "HelpText": "Turn off at switch/breaker only if it is safe and staff are trained to do so." }, { "Key": "equipment_type", "FieldType": "select", "Label": "Equipment type", "Options": [ { "Value": "refrigeration", "Label": "Refrigeration / Walk-in" }, { "Value": "oven_range", "Label": "Oven / Range / Combi" }, { "Value": "fryer", "Label": "Fryer" }, { "Value": "dishwasher", "Label": "Dishwasher / Warewashing" }, { "Value": "ice_machine", "Label": "Ice machine" }, { "Value": "hvac_ventilation", "Label": "HVAC / Ventilation" }, { "Value": "other", "Label": "Other (specify below)" } ] }, { "Key": "equipment_other_specify", "FieldType": "text", "Label": "If Other, specify make/model/ID", "HelpText": "Include any asset ID or location details." }, { "Key": "reported_symptom", "FieldType": "textarea", "Label": "Reported symptom", "HelpText": "Describe what you observed (e.g., warm temps, no heat, error code E35, leaking at rear)." }, { "Key": "quick_checks_performed", "FieldType": "checkbox", "Label": "Quick checks performed (check all that apply)", "Options": [ { "Value": "breaker_fuse", "Label": "Breaker / fuse checked" }, { "Value": "power_cord", "Label": "Power cord/plug checked" }, { "Value": "visible_leak", "Label": "Visible leaks checked" }, { "Value": "error_codes", "Label": "Control panel / error codes recorded" }, { "Value": "temp_reading", "Label": "Temperature reading taken" }, { "Value": "indicator_lights", "Label": "Indicator lights observed" }, { "Value": "condenser_airflow", "Label": "Condenser fan / airflow checked" } ] }, { "Key": "temperature_recorded", "FieldType": "number", "Label": "Recorded temperature (if applicable)", "HelpText": "Enter numeric value and note units in the symptom field (°F or °C)." }, { "Key": "temporary_workaround", "FieldType": "textarea", "Label": "Temporary workaround applied (who, what, until when)", "HelpText": "E.g., moved product to backup fridge, switched to limited menu, handwash, etc. Include responsible staff and expected duration." }, { "Key": "decision", "FieldType": "radio", "Label": "Decision: emergency repair vs temporary substitution", "Options": [ { "Value": "emergency_repair", "Label": "Emergency repair (call now)" }, { "Value": "temporary_substitution", "Label": "Temporary substitution / limited menu" } ], "HelpText": "Choose based on safety, core service impact, predictability, revenue impact, and available backups." }, { "Key": "decision_reason", "FieldType": "textarea", "Label": "Reason for decision", "HelpText": "Brief justification based on the decision criteria (safety/compliance risk, revenue impact, backups, etc.)." }, { "Key": "vendor_contacted", "FieldType": "text", "Label": "Vendor / technician contacted (name, phone, ETA)", "HelpText": "Include after-hours contact where applicable." }, { "Key": "parts_suspected", "FieldType": "checkbox", "Label": "Parts suspected or required (check likely items)", "Options": [ { "Value": "thermostat_sensor", "Label": "Thermostat / temperature sensor" }, { "Value": "fuse_relay", "Label": "Fuses / relays / breaker" }, { "Value": "belt_gasket", "Label": "Belts / door gaskets" }, { "Value": "plumbing_fitting", "Label": "Basic plumbing fittings" }, { "Value": "water_inlet_filter", "Label": "Water inlet valve / filter" }, { "Value": "igniter_pilot", "Label": "Igniter / pilot assembly" }, { "Value": "other_part", "Label": "Other (specify below)" } ] }, { "Key": "other_part_specify", "FieldType": "text", "Label": "If Other part, specify", "HelpText": "Part number or description if known." }, { "Key": "resolution_and_datetime", "FieldType": "textarea", "Label": "Resolution & date/time", "HelpText": "What was done to resolve the incident and when. If unresolved, note next steps." }, { "Key": "follow_up_pm", "FieldType": "textarea", "Label": "Follow-up preventive actions or training required", "HelpText": "E.g., add condenser cleaning to weekly PM, replace gasket, update shift checklist, or train staff how to isolate unit safely." }, { "Key": "photo_references", "FieldType": "text", "Label": "Photo references (file names or links)", "HelpText": "Link to photos of error codes, wiring, leaks, or breaker panels to help technicians." }, { "Key": "save_for_review", "FieldType": "yesno", "Label": "Flag this incident for manager review?", "HelpText": "If yes, the incident should be reviewed in the next shift huddle." } ] }