Manage Resource Availability and Unavailability

Overview #

Resource availability indicates whether an asset or another configured resource can be scheduled for a proposed activity and period.

A resource may become unavailable because of maintenance, inspection, repair, transport, operational restrictions or another planned or unexpected condition.

Recording unavailability helps prevent new activities from being assigned to a resource that cannot be used.

Important: Removing an unavailability entry does not prove that the resource is safe or operational. Confirm its condition, inspection and return-to-service requirements before making it available.

Availability versus operational readiness #

Calendar availability and operational readiness are related but different.

Item	What it describes	Example
Calendar availability	Whether a scheduling commitment exists	No activity scheduled next week
Planned unavailability	A recorded period when the resource must not be scheduled	Workshop maintenance from 8–10 September
Operational status	Whether the asset can currently be used	Under repair
Inspection status	Whether required inspection is complete	Return inspection pending
Current location	Where the asset is physically located	Melbourne workshop
Resource suitability	Whether it meets a particular requirement	Crane capacity is insufficient for the proposed work

A resource can have a free calendar period and still be unavailable or unsuitable.

Common reasons for unavailability #

A resource may be unavailable because of:

• Preventive maintenance
• Corrective repair
• Failed inspection
• Mandatory inspection
• Certification renewal
• Calibration
• Cleaning
• Refueling or charging
• Transport
• Preparation
• Reconfiguration
• Missing component
• Safety restriction
• Quarantine
• Workshop hold
• Awaiting technical assessment
• Seasonal storage
• Site shutdown
• Another approved reason

Use the most accurate reason available in your AssetIQ environment.

Planned versus unplanned unavailability #

Planned unavailability #

Planned unavailability is known in advance.

Examples include:

• Scheduled maintenance
• Annual certification
• Planned calibration
• Workshop preparation
• Transport between locations
• Seasonal storage

Record planned unavailability early so future activities can be scheduled around it.

Unplanned unavailability #

Unplanned unavailability occurs unexpectedly.

Examples include:

• Breakdown
• Failed inspection
• Accident damage
• Missing component
• Safety isolation
• Delayed return
• Transport failure

Record it promptly and review every affected activity.

Before you begin #

Before creating an unavailability record, confirm:

• The correct resource has been identified
• The reason is understood
• The start date is known
• The expected end date is known or can be estimated
• Existing commitments can be reviewed
• Responsibility for resolution is assigned
• You have permission to manage availability

For safety-related restrictions, apply the required physical controls before updating AssetIQ.

Open the resource schedule #

1. Sign in to AssetIQ.
2. Open Scheduling, Resource Planning or the corresponding module.
3. Search for the resource.
4. Confirm its unique asset or resource number.
5. Open its calendar or timeline.
6. Review current and future activities.
7. Check existing availability or unavailability records.

Do not create a duplicate unavailability record if the same period and reason are already represented.

Confirm the resource identity #

Verify:

• Asset or resource number
• Description
• Serial or registration number
• Category
• Current location
• Business unit
• Operational status

Similar descriptions can lead to restrictions being recorded against the wrong resource.

Determine the correct type of record #

Use the business record that best represents the reason.

For example:

Reason	Appropriate record may be
Preventive maintenance	Maintenance order
Corrective repair	Work order
Required inspection	Inspection
Active rental	Rental job
Transport or preparation hold	Resource-unavailability record
General workshop hold	Resource-unavailability record
Safety restriction	Fault, inspection finding, asset status or configured restriction

Where maintenance, inspection or rental records already create schedule entries, avoid creating an unnecessary duplicate block.

Create an unavailability record #

Where AssetIQ provides a dedicated function:

1. Open the resource schedule or details.
2. Select Add Unavailability, Block Resource, Mark Unavailable or the corresponding action.
3. Select the reason or type.
4. Enter the start date and time.
5. Enter the expected end date and time.
6. Select the location where relevant.
7. Assign a responsible user.
8. Add clear notes.
9. Review scheduling conflicts.
10. Save or confirm the record.
11. Verify that it appears on the calendar.

The exact fields depend on the current configuration.

Enter the start date #

Record when the resource becomes unavailable.

Use:

• Planned start for future unavailability
• Actual start for an unexpected restriction
• Exact time where operationally important

Do not use an earlier date merely to make the schedule appear consistent.

Enter the expected end date #

Enter the best available estimate of when the resource may become available.

Consider:

• Maintenance duration
• Parts lead time
• Inspection timing
• Transport
• Testing
• Approval
• Return-to-service checks

The expected end date is not a guarantee.

Update it when better information becomes available.

Open-ended unavailability #

If the end date is unknown:

• Use an open-ended option where available
• Select an approved placeholder process
• Record that the date is estimated
• Assign responsibility
• Set a review date
• Monitor the restriction

Do not enter an arbitrary short end date that could make the resource appear available prematurely.

Select the unavailability reason #

Choose the reason that best represents the restriction.

Possible values may include:

• Maintenance
• Repair
• Inspection
• Certification
• Transport
• Cleaning
• Preparation
• Out of Service
• Safety Hold
• Other

Use the exact values available in AssetIQ.

Avoid selecting Other when a suitable specific reason exists.

Add clear notes #

Notes should explain:

• Why the resource is unavailable
• What work or condition is involved
• Expected resolution
• Responsible person
• Related record
• Operational restrictions
• Next review date

Preferred note #

“Asset unavailable after failed return inspection. Hydraulic leak recorded against inspection INS-0128. Work order WO-1042 assigned to Melbourne workshop. Availability to be reviewed after repair and pressure test.”

Note to avoid #

“Asset unavailable.”

Link related records #

Where available, link the unavailability to:

• Maintenance order
• Work order
• Inspection
• Finding
• Rental return
• Transport activity
• Another relevant record

This provides traceability and helps users understand what must happen before the resource can become available.

Review existing commitments #

Before confirming unavailability, review all activities within or immediately after the restricted period.

Identify:

• Rentals
• Maintenance
• Inspections
• Audits
• Internal work
• Transport
• Other reservations

Record or create the unavailability even when it conflicts with existing work, particularly when the restriction is safety-related. Then resolve the affected commitments.

Handle activities affected by unavailability #

For each affected activity:

1. Open the record.
2. Confirm whether the resource is essential.
3. Assess the operational impact.
4. Select another suitable resource where possible.
5. Change the dates where authorized.
6. Notify the activity owner.
7. Update related records.
8. Confirm the revised schedule.

Do not delete an affected confirmed activity without following its cancellation or rescheduling process.

Safety-related unavailability #

When an asset is unsafe:

1. Stop use.
2. Apply isolation, tagging or other physical controls.
3. Record the fault or finding.
4. Mark or schedule the resource as unavailable.
5. Notify responsible users.
6. Review affected work.
7. Create corrective action.
8. Keep the restriction until authorized release.

AssetIQ’s availability record does not replace physical isolation.

Maintenance-related unavailability #

A maintenance order or work order may automatically make the asset unavailable.

Confirm:

• Planned work dates
• Workshop location
• Work-order status
• Expected completion
• Required testing
• Return-to-service approval

Avoid creating a duplicate scheduling block unless additional preparation or transport time must also be represented.

Inspection-related unavailability #

An asset may need to remain unavailable when:

• Mandatory inspection is due
• Inspection failed
• Inspection is incomplete
• Required evidence is missing
• Approval is pending
• Re-inspection is required

Do not release the asset based solely on the scheduled inspection date. Confirm the inspection outcome.

Transport and preparation unavailability #

A resource may be unavailable while:

• Moving between sites
• Being loaded or unloaded
• Undergoing cleaning
• Being refueled or charged
• Being reconfigured
• Awaiting dispatch inspection

Record these periods where they materially affect scheduling.

Extend an unavailability period #

If the resource will remain unavailable longer than expected:

1. Open the unavailability or originating record.
2. Confirm the revised end date.
3. Record the reason for the delay.
4. Review future activities.
5. Resolve new conflicts.
6. Notify affected users.
7. Save the extension.
8. Verify the calendar.

Do not let the original end date pass without updating the schedule when the resource remains restricted.

Shorten an unavailability period #

If the resource becomes ready earlier:

1. Confirm the required work is complete.
2. Review inspection and testing evidence.
3. Obtain return-to-service approval where required.
4. Enter the revised end date.
5. Update the originating record.
6. Review the calendar.
7. Notify affected users.

Do not shorten the period solely because another activity requires the resource.

Review unavailability regularly #

Review active restrictions for:

• Current status
• Expected completion
• Responsible owner
• Open work
• Parts or external dependencies
• Inspection requirements
• Future scheduling conflicts
• Updated expected date

Open-ended or overdue restrictions should not remain without active ownership.

Restore resource availability #

Before restoring availability, confirm:

• Required work is complete
• Inspection or testing has passed
• Safety restrictions are removed
• Required components are present
• Certification is valid
• Resource location is correct
• Return-to-service approval is recorded
• Related records are updated
• No other restriction remains

Then:

1. Open the unavailability or originating record.
2. Select Complete, Release Resource, Mark Available or the corresponding action.
3. Enter completion information.
4. Add evidence where required.
5. Confirm the action.
6. Review the resource’s operational status.
7. Check the calendar.
8. Notify affected users.

Availability does not mean suitability #

Even after the resource becomes available, confirm it meets the next activity’s:

• Capacity requirement
• Configuration
• Location
• Certification
• Accessories
• Operating environment
• Technical requirements

Availability only indicates that the resource is not restricted for the proposed period.

Cancel planned unavailability #

Cancel a planned record when the restriction will not occur.

Before cancellation:

1. Confirm the correct record.
2. Review whether related work was cancelled or moved.
3. Enter the reason.
4. Cancel through the authorized process.
5. Check that availability is restored.
6. Notify affected users.
7. Retain cancellation history.

Do not delete historical unavailability that actually occurred.

Correct an incorrect record #

If unavailability was recorded against the wrong resource or dates:

1. Stop relying on the incorrect schedule.
2. Record the error.
3. Correct or cancel through the authorized process.
4. Create the correct record.
5. Review affected activities.
6. Notify users.
7. Preserve correction history.

Common issues #

The Add Unavailability action is unavailable #

Your role may lack permission, or the restriction may need to be created through Maintenance, Inspections or another module.

The resource remains select-able #

Check whether the unavailability was confirmed, whether the dates cover the proposed activity and whether AssetIQ treats the record as blocking or informational.

The calendar shows duplicate unavailability #

Review whether a maintenance or inspection record already created an automatic schedule entry.

The expected end date is unknown #

Use an open-ended process where available, assign ownership and set a review date.

The restriction ended, but the resource remains unavailable #

Check the originating work order, inspection, operational status and completion workflow.

The resource became available automatically after the end date #

Confirm that required work and inspections are actually complete. Reapply the restriction if the asset is not ready.

Existing activities overlap the new restriction #

Review and reschedule affected activities. Do not remove the safety restriction to preserve the original plan.

The resource is available but still cannot be scheduled #

It may be unsuitable, at another location, missing components or restricted by another record.

Recommended practices #

When managing availability:

• Use the correct originating record
• Verify the resource using a unique identifier
• Record restrictions promptly
• Use accurate start dates
• Use realistic end dates
• Avoid arbitrary dates for uncertain work
• Add clear reasons and ownership
• Link related records
• Review affected commitments
• Prioritize safety restrictions
• Update extensions promptly
• Monitor open-ended unavailability
• Verify readiness before release
• Preserve historical restrictions
• Distinguish availability from suitability

Next steps #

Continue with:

• View Asset and Resource Schedules
• Review affected rentals and operational work
• Monitor maintenance and inspection completion
• Recheck availability before allocating the resource

For related guidance, see:

• Schedule Assets and Resources
• Reschedule or Update an Activity
• Identify and Resolve Scheduling Conflicts