How to track service contracts and expiry alerts

Keeping track of service contracts across a lab full of instruments is easy to lose control of, especially when contracts expire at different times and cover different equipment. Calira’s maintenance tracking includes a maintenance contracts feature that stores contract details alongside your equipment records and sends automatic reminders before contracts expire.

What maintenance contracts track

Each maintenance contract in Calira stores the following information:

• Provider: the service vendor (selected from your provider list)
• Contact person: the name of your contact at the vendor
• Email: the vendor contact’s email address
• Maintenance contract: the contract name or reference number
• Files: upload the contract document for reference
• Expiry date: when the contract expires
• Send 30-day reminder: toggle to receive an email alert 30 days before expiry
• Maintenance covered: the types of maintenance the contract includes (Preventative Maintenance, Cleaning, Calibration, Breakdown, Repair, or Other)
• Equipment covered: which instruments in your lab are covered by this contract

Each contract can cover multiple pieces of equipment. Each piece of equipment can only be covered by one contract at a time.

Adding a new contract

1. Navigate to the Maintenance Contracts section in your lab settings
2. Click Add Contract
3. Fill in the contract details: Provider, Contact person, Email, Contract name, and Expiry date are the key fields
4. Upload the contract document if you have one
5. Select the Maintenance covered types: choose all that apply
6. Assign the Equipment covered: move instruments from the Available Equipment list to the Assigned Equipment list
7. Toggle Send 30-day reminder if you want an automatic email before the contract expires
8. Click Add contract

Managing existing contracts

The Maintenance Contracts table shows all contracts for your lab with:

Column	What it shows
Maintenance Contract	Contract name or reference
Vendor Name	The service provider
Expiry Date	When the contract expires
Date Uploaded	When the contract was added to Calira

Click the expand arrow and then select the “Edit” option on any contract to view full details. You can edit or delete contracts from this view.

Expiry alerts

When you enable the Send 30-day reminder toggle on a contract, Calira sends an email notification 30 days before the expiry date. This gives you time to renew the contract, negotiate terms, or arrange alternative coverage before the contract lapses.

Without this reminder, expired contracts can go unnoticed, leaving equipment uncovered and creating gaps in your downtime prevention strategy.

How contracts relate to maintenance bookings

Maintenance contracts and maintenance bookings serve different purposes:

• Contracts track your agreements with service vendors: what is covered, by whom, and until when
• Maintenance bookings block time on the equipment calendar for actual maintenance work: calibrations, cleaning, and repairs

You can use both together: the contract tracks the overall service agreement, while individual maintenance bookings record when maintenance actually happens. For details on creating maintenance bookings, see How to set up recurring maintenance bookings.

For more on Calira’s maintenance features, visit the maintenance tracking product page.