Maintenance periods and where the hours are read

A maintenance period is the window a retainer or support agreement covers, with an allowance per month and a cost. The record is the contract. What has been spent against it is not typed in: it is the time the team tracked on the project’s tasks, issues and feature or change requests, totalled on read.

To create the period:

1. Open the project from Organisations and switch to the Maintenance Tracker tab.
2. On the empty state, click Create Maintenance Data.
3. Fill in Maintenance Start Date and Maintenance End Date. The dialog shows the resulting length as you pick them.
4. Fill in Maintenance Description and Total Man Days Per Month. Both are required. Maintenance Cost is there if you want it on the record.
5. Click Save.

Edit Maintenance Data in the header changes any of it later, including the monthly allowance.

The tab is the agreement and nothing else. It carries four tiles: the Monthly allowance in both units, at four hours to the man day; the length of the period and how much remains; the start and end Window; and the Cost. The description sits below them.

Usage is read on the project’s Time tab in the team workspace, next to the tables that say where the time went. Two things shape the figure there. The month is clamped to the window, so a record that starts mid-month counts from the day it starts and not from the first. And only counted time is in it: a timer still running, or an entry the safety layer closed and nobody has confirmed, is not.

Projects that predate item tracking keep a Previously logged hours table below the tiles, searchable, with Delete Task on each row for cleaning up a bad entry. Nothing can be added to it and deleting from it moves no figure, because the totals do not come from it. Projects with no history do not show the table.

Clients see the same agreement on their own Maintenance Tracker tab, and the month against the allowance on their project overview, as an aggregate. Who logged the time and what they logged it against stays internal. The cost is not shown to them.

The Danger zone holds Delete maintenance data, which removes the record and the hand-written history on it. That one cannot be undone.