Overview
KyberGate Fleet includes a built-in repair tracking system with a visual Kanban board. When a device is damaged, create a repair ticket that flows through your workflow — from intake to diagnosis to parts ordering to repair to ready-for-pickup. Track repair costs, turnaround time, and identify which device models break most often.
Prerequisites
- Admin or Device Manager role in the KyberGate dashboard
- Devices registered in KyberGate Fleet inventory
- Recommended: parts inventory list (optional)
Steps
Step 1: Create a Repair Ticket
From Check-In: When checking in a damaged device, select "Needs Repair" as the condition. A repair ticket is automatically created.
Manual: Go to Fleet → Repairs → + New Ticket. Search for the device, then fill in issue description, reported by, priority (Low/Normal/High/Urgent), and optionally upload photos.
Step 2: Use the Kanban Board
Go to Fleet → Repairs to see the Kanban board with five columns:
- Intake — new tickets waiting to be reviewed
- Diagnosing — technician is evaluating the issue
- Parts Ordered — waiting for replacement parts
- Repairing — active repair in progress
- Ready — repair complete, device ready for redeployment
Drag tickets between columns as work progresses.
Step 3: Assign a Technician
Click on a ticket → Under Assigned To, select the technician. They receive email notifications.
Step 4: Log Parts and Costs
Click Add Parts in the ticket to record part name, part number, cost, quantity, and supplier. Total repair cost is calculated automatically.
Step 5: Add Notes
Use the Activity section to add timestamped notes as the repair progresses.
Step 6: Complete the Repair
Drag to Ready or click Mark Complete. The device status automatically changes to "In Storage."
Step 7: Review Analytics
Go to Fleet → Analytics → Repairs to see average turnaround time, repair costs by model, most common issues, technician workload, and cost per device.
Tips
- Use Priority to flag urgent repairs so they get attention first
- Create a "Loaner" status for devices lent while primary devices are repaired
- The Kanban board supports filtering by priority, technician, device type, and date
- Export repair data for budgeting and procurement planning
- Take photos before repair for insurance claims
- Track parts inventory to know which replacement parts to keep in stock
FAQ
Q: Who can see repair tickets? A: Admins and Device Managers see all tickets. Technicians see assigned tickets. Teachers and students cannot access repair tracking.
Q: Can I track warranty repairs separately? A: Yes. Check Warranty Repair when creating a ticket. Warranty costs are tracked separately in analytics.
Q: Can I set up automatic ticket creation? A: Yes. Under Fleet → Settings → Auto-Tickets, configure automatic tickets for hardware issues like low battery health, low storage, or repeated crashes.