LK Up — User Manual

A few words you will meet throughout:

• Server — the one program that holds the plant's data. It runs on a Mac or a PC that stays on in the plant. Nothing passes through LineKeeper's servers; your data stays in one folder on that computer.
• Site — one plant. An organization can have several sites; people have a role on each.
• Asset — a machine, a sub-assembly or a position inside a machine. Each one can carry a QR label.
• Request — a problem reported from the floor. A manager turns it into a work order.
• Work order — one job for a technician: what to do, on which machine, with a checklist, time and parts.
• PM schedule — preventive maintenance that repeats by calendar or by a meter and creates its own work orders.

Every page of the app has a ? button in its header that opens a short help page about that screen, in English or Spanish, offline too. This manual is the long form of those pages.

1. Get LK Up — download, install, first run

LK Up is one program per plant. Pick the computer that will stay on in the plant: a Mac (macOS 14 or later, Apple silicon or Intel) or a Windows PC (Windows 10 or 11, 64-bit, or Windows Server 2016 or later, with an administrator account for the installation). Everything else — phones, tablets, other computers — connects to it over the plant network.

Download

Both downloads are free and on the LK Up page, with the version, the date and a checksum next to each button.

• Mac: a disk image. It is signed with an Apple Developer ID and notarized by Apple, so it opens with a double-click. It is not in the Mac App Store.
• Windows: an installer. It is not code-signed yet, so Windows SmartScreen warns the first time (see below).
• Phones and tablets: nothing to install. The web app works in the browser of any phone on the plant network, iPhone or Android, and keeps a copy of the plant so it works offline. Native iPhone and Android apps are in development; when they are ready they will be on the same page. A Linux server is in preparation.

Install on a Mac

1. Open the disk image and drag LineKeeper Up to Applications.
2. Open it. A welcome window shows the data folder (where the plant's data will live; Choose… picks another) and the port the phones will use.
3. Press Install and start. The app installs the server as a background service for your user, starts it, waits for its certificates and signs itself in as the first administrator. No administrator password is asked, and no terminal is needed at any point.
4. The lamp in the menu bar turns green: the server is running. The menu shows the server's addresses, Open web app, Show plant QR, Backup now and the rest; the window's Setup tab is the first-run setup (next section).

The server starts again by itself after a restart or a new login. Quit leaves it running in the background; Stop server and quit stops it too.

Install on Windows

1. Run the installer. Until it is code-signed, SmartScreen says "Windows protected your PC": click More info, then Run anyway. Answer Yes when Windows asks whether the app may make changes to your device.
2. Click Install. The page before it says what happens, in plain words: the server is installed as a Windows service that starts with Windows and keeps running after you close every window; the firewall lets phones on the plant network reach it; the server's certificate is trusted in this PC's browsers; and the LineKeeper Up Assistant — a small program with a lamp in the tray — is installed next to it. It takes a few minutes.
3. The Finish page shows your first administrator invite code. Leave Open the LineKeeper Up Assistant checked and click Finish: the Assistant signs in with that code by itself and opens its Setup tab (next section).
4. Later, open the LineKeeper Up Assistant from the Start menu or click its lamp in the tray; it is green while the server answers, and it starts with Windows after its first run. The web app is also in the Start menu as LineKeeper Up.

First run — the eight steps

The Mac app's Setup tab and the Windows Assistant's Setup tab are the same eight steps. Each one turns green once the server confirms it; you can close the window and come back.

1. Server — the server on this computer is running.
2. Certificate — Trust in this computer's browsers, so the web app opens without a warning here. The Mac asks for your login password once; on Windows the installer already did this.
3. Administrator — your name, your email and a password. From here on you sign in with them from any computer on the plant network.
4. Plant — the organization's name and its first site.
5. People — a manager and a technician, each with an invite code for their phone.
6. Phone — the technician's phone: scan the invite QR with the LineKeeper Up app and it is connected and signed in (chapter 2 has the details and the browser way).
7. First task — a work order for the technician. When they start it and mark it done on the phone, the line turns green: the whole path works.
8. Backup & finish — a first backup. On Windows the Assistant also picks a folder for the automatic backup copies (another disk or a network path).

Open web app opens the browser already signed in, on the dashboard. Until you press Finish, the dashboard's First steps card points back to the steps still open. After it, the plant is set up: add the rest of the people, import your machines and parts from a spreadsheet (chapters 7 and 9), and print the labels.

2. Connect phones and browsers

Everything that is not the server reaches it over the plant network, by the server's address. The addresses are in the Mac app's menu, in the Windows Assistant's Status tab, and in Settings → Server in the web app.

A phone or tablet: the web app

1. Open the server's address in the phone's browser, in the form https://<address>:8420. The plant poster shows it (a manager prints the poster from Settings → Organization or the Mac app's Show plant QR), and the Setup tab's Phone step shows it too.
2. The first time, the browser warns about the server's certificate. Install it once from the server's trust page (next section): on an iPhone or iPad open the page in Safari and install the Apple profile; on Android download the certificate. The warning goes away.
3. Sign in with the invite code an administrator gave you (one code pairs one phone, once), with your email and password, or press Ask for access and wait — an administrator sees the phone under Settings → Devices and approves it with a name and a role.
4. Add it to the home screen (Share → Add to Home Screen on an iPhone, the browser menu on Android). It then opens like an app, full screen, and keeps a copy of the plant and a queue of your changes, so it works where the Wi-Fi ends and syncs later.

Run the connection check under Settings → Sync tests the connection five ways and gives a report to copy. The native iPhone and Android apps in development will connect by scanning the plant QR and will look the same.

A browser on another computer, tablet or phone

The server signs its own certificate, so a browser warns about it the first time. Install the certificate once per device and the warning goes away:

1. Open the server's address in the browser, in the form https://<address>:8420.
2. Open the server's trust page (Settings → Server → Trust this server links to it, or add /trust to the address). Check the fingerprint against the poster.
3. Download what the page offers for your device — a certificate for Windows and Android, an Apple profile for iPhone, iPad and Mac (open the page in Safari there), a .pem file for Firefox and Linux — and follow the steps under Install it on your device. On a computer, restart the browser when you are done.
4. Sign in with your email and password, or with an invite code.

Browsers on the server computer itself trust it already (the Setup's Certificate step). Firefox keeps its own certificate store: if it still warns, import the certificate from the trust page.

A shared tablet at the line (station)

A tablet that several people share can be made a station: an administrator does it under Settings → Devices. Each person signs in with their own PIN (set on their person card), does their work, and signs out; after a few idle minutes the station signs them out by itself. The records say who pressed what. Signing in at a station needs the server to be reachable.

3. Signing in and roles

Ways to sign in

• Password — email (or name) and password. Technicians, managers and administrators have one; an administrator sets it on the person's card, and the person changes it there too.
• Invite code — the code an administrator made for you. A link or QR that carries the code signs you in by itself. One code works once, for the time the administrator chose.
• PIN — on a station (chapter 2), operators and technicians.
• Company account — when an administrator has set up single sign-on (Microsoft Entra ID, Google Workspace, Keycloak or Authentik), the sign-in page has a Sign in with… button. It works in a web browser; phones keep invites for now.
• Ask for access — no invite yet: give your name and a note and wait; the page signs you in as soon as an administrator approves the device.

Forgot password? emails a link that works once, for 30 minutes — when the server has email set up; otherwise ask your administrator. After too many wrong passwords sign-in is blocked for a few minutes.

Two-step sign-in

An administrator can require a second step for administrators, for managers too, or for everyone with a password. You then type a 6-digit code from an authenticator app after your password. Set it up under Settings → My security: add the key to the app, type the first code, and save the ten recovery codes — each one works once if you lose the phone. A lost phone is not a lost account: at sign-in choose Use a recovery code and set up the new phone. With neither phone nor codes, an administrator resets your two-step sign-in. In a browser you can also add a passkey as the second step.

Roles

Each person has a role on each site. What a role sees and may do:

An administrator can also make custom roles: a built-in role with some things taken away (chapter 15). A person is never limited below what their base role sees; a custom role only removes actions.

4. Home — where everything is

Home is the first page after sign-in and changes with your role.

• Operator: two big buttons, Report a problem and Scan a machine, then My requests (what you reported and what became of it) and the work orders assigned to you.
• Technician: Scan, My work and New work order, then Assigned to me, My teams (team work nobody has taken yet) and Recent events.
• Manager and administrator: the plant board — counters for open, overdue, on hold, new requests, machines down now and downtime over seven days — then the lists To triage, Overdue, PM due this week, Unassigned and Machines down, with Running again beside a machine that is back up. An administrator also sees First steps until the setup is finished.
• Viewer: the same board, read only.

All beside any list opens the complete list, already filtered.

The menu and the search

The menu holds the areas your plant uses: Work orders, Requests, Assets, PM, Parts, Documents, Calendar, Reports, Settings. A new plant starts with the core — work orders, assets and requests — and an administrator turns the other areas on under Settings → Modules when the plant starts using them, so the menu stays short until then.

Search finds assets, locations, work orders, requests, parts, components and documents by a code, a number, a serial or a word, in groups. It runs on your device, offline too, so it finds what is already synced to it.

Scan

Scan opens the camera. Point it at the QR on a machine's label and the machine opens, with Report a problem right there; a location label opens the place, a part label opens the part. No camera, or a worn label? Type the code printed under the QR and press Open. Scanning a plant or invite QR connects the device to the server.

Your own settings

• Settings → Appearance: Light, Auto, Dark (night shifts) or High contrast (bright sunlight), and color-blind friendly lamps. Each device keeps its own choice.
• Settings → My notifications: what also reaches you on Telegram or by email (chapter 13).
• Settings → My security: your two-step sign-in and passkeys.
• Settings → About: the server version and this device's app version; What's new and Feature status. Mention both versions when you report a problem.

The app speaks English and Spanish; a person's language is set on their profile.

5. Problem reports (requests)

A request is a problem reported from the floor. Anyone who works on the site can send one; a manager turns it into a work order, merges it with another, or rejects it.

Reporting a problem

• In the app: press Report a problem on Home or on a machine's page. Say What is wrong? and add details and a photo. Tick Is the machine stopped? for a stopped machine: the request is reported as critical and, with a machine chosen, its downtime starts (choose Why is it stopped? if asked). Choose the Asset — or Where? when you do not know the machine — and What kind of problem? when your plant uses categories. It works offline and is sent when the device is back online.
• From a label: scan the machine first; the report opens with the machine already chosen.
• Without sign-in: when an administrator turns on Accept problem reports without sign-in (Settings → Organization), a manager can Print poster… with a QR for a site or a location. Anyone who scans it gets a public report page, in English or Spanish, with up to three photos and an optional name and phone or email. They get a number such as REQ-12 to ask about it later, and, with an email, one message asking whether the fix helped.
• If the machine already has an open report, press I see it too to join it instead of sending a second one.

Triage

Under Requests, managers and administrators work the tabs New, Accepted, Merged and Rejected; start with New. On a request:

• Accept turns it into a work order: choose the assignee, the priority and the due date, then Create work order. The request links to its work order, so the reporter can follow the repair.
• Merge joins it to another request of the site; Reject asks for a reason; Reopen brings a rejected one back.
• Comments and photos can be added at any time; while a request is new, the person who reported it can still edit it.

A work-order category can name a Responsible person (Settings → Categories): they hear about new requests in it and are pre-filled as the assignee. Automation rules can route by machine or site (chapter 13).

Did it help?

When the work order is done, the person who reported the problem is asked Did it help? — in the app, or by email for a report sent without sign-in. No, with a note, opens a follow-up request linked to the work that was done. Managers see the answers on the request and, summed up, under Reports.

6. Work orders

A work order is one job from start to finish: its facts, checklist, time, parts and history. Technicians and up create them; operators see the ones assigned to them.

The list

• Switch between Mine and All; search by number, title or asset; narrow with Filter and Sort, and save the filters you use often as Views. Filters live in the page address, so a bookmark or a shared link opens the same list.
• Select several rows, then Change… sets their status, assignee, team, priority, due date or category at once.
• Export CSV, PDF, Excel and Print take the list shown; PDF (zip) gives one sheet per work order.
• Coming from a machine, the list shows only that machine; Show all clears it.

Creating one

New work order opens the form: a Title, then what you know — description, asset, site, type, category, priority, assignee, team and due date.

• From template… fills the fields you have not typed from a saved template (Settings → Templates). Save as template… on an existing work order makes one.
• An Estimate in hours and minutes; Use takes the typical time of similar done work.
• A Procedure copies a checklist from the library (chapter 8).
• For a round, Add asset lists the other machines to visit after the main one, in order.
• Create follow-up on a work order opens this form with its site, asset, category and priority already filled.

Working it

• The bar at the bottom moves it along: Start, Hold (with a reason), Done, Close, Reopen. Start also starts your timer; Hold and Done stop it and log the time. Answering the first checklist item starts the work order for you.
• Checklist: Pass or Fail, text, readings with limits, photos and signatures. Required items must be answered before Done. A Fail can open a repair work order by itself (set on the PM schedule or procedure).
• The Done sheet asks for the cause, the action taken and any fields your plant requires (Settings → Organization → Closing a work order), with the plant's failure codes when they exist.
• Time & cost: labour and other costs; Helpers add the people who worked with you.
• Parts used: Use a part… takes parts off the shelf; Reserve a part… (or Reserve in Use the BOM…) holds them for the job before you take them, Issue takes what is held, and closing the work order releases the rest. A reserved line the storeroom cannot cover shows when it may arrive from a purchase order.
• The Timeline takes comments and photos. Link… joins it to another work order as a duplicate, a parent, a child or a related one; a duplicate gets Close as duplicate, a parent shows how many children are done.
• Edit, Create follow-up and PDF for technicians and up; a manager can Approve or Reject… work waiting for approval (work orders over the amount set in Settings → Organization).

A contractor without an account

A plant can send one work order to a contractor as a link. It opens in any browser, shows that work order only — what to do, the machine and the place, the checklist, photos and documents — and lets the contractor Start the work, answer the checklist, add photos and notes and Mark done. The link works until the date shown on it, or until the plant revokes it.

History from your old system

A manager's Import CSV on the work order list brings the old system's work orders in, one row each: choose the file or paste the rows, pick the Source if it is another system's export, match the Columns, read the Preview and import the clean rows. Done and closed rows are history: nobody is notified. Give each row the old system's id as External ref and importing the file again makes no copies.

7. Assets, locations and labels

Assets shows your machines and the places they stand in, as a tree by site. Everyone can look; managers and administrators add and change.

The tree

• Locations (site, then places, then the machines there), Assets (machine, then sub-assembly, then position) and, for technicians and up, Components (the parts with a serial number).
• Type a code from a label in Asset code or Scan it; search by name, code, serial or model; Views and Filter turn the tree into a list. Export CSV and Print take what is shown.
• Managers: Add asset, Add location, Import CSV, Print labels for the assets shown, and Select assets to create one PM schedule for all of them at once.

The tree reads the data on this device, so it opens offline too.

One machine

An asset's page holds its facts and status, QR label, work orders, documents, parts and history. Opened from a scan, it starts with what your role needs first.

• Machine stopped when it stops and Machine running again when it runs; downtime and reliability are counted from these. Both work offline.
• Report a problem (everyone) or New work order (technicians and up).
• Its work orders (open ones first), Positions or the installed component, meters, Documents, the Bill of materials and the full History.
• Print label prints this asset's QR label. Managers: Edit, Add photo, Save as template… and Delete… (it names what must be moved first).

Adding machines

• One at a time: the form takes a Name (leave Code empty and the server numbers it, like A-0042), the kind (machine, sub-assembly or position), the location, Part of for a part of a bigger machine, status, criticality, category, manufacturer, model, serial number, vendor, Warranty until (managers are reminded 30 days before) and a service contract, plus your plant's own fields.
• From a spreadsheet: Import CSV — choose the file or paste the rows (Download a template gives the right columns), pick the Source if it comes from another system, match the Columns, set the Site for rows without one and what to do When a record already exists, read the Preview and press Import. A location can be a path such as "Hall 1 / Line 2"; missing locations and categories are created first.
• Many of the same kind: an asset template (Settings → Asset templates) holds the defaults, PM schedules and bill of materials of a machine you add again and again; Assets from template takes a column of names and creates them all.

Locations

A location is a hall, a line, an area. Its page shows the path at the top, the locations inside, the assets here, the documents linked to it, and Report a problem here for when the machine is unknown. Managers Add asset here, Add location inside, Edit and Delete…. Scanning a line or area label opens this page with the machines there and their status lamps.

Components and meters

• A component is a serial-numbered part — a motor, a gearbox — with a life of its own: where it is now and every position it has been in. Technicians and up add components (serial, name, the catalog part, manufacturer, model, a note); a new one starts as a spare. To move it, open the position on the asset's page and use Install…, Replace… or Remove….
• A meter is running hours or a cycle counter on a machine. Technicians and up Add reading…; the page shows the latest reading, a 90-day chart, the rate per day and the Next due of the PM schedules that follow it, with a forecast. Managers can retract a wrong reading (it stays, struck through).

Labels

Print labels makes QR labels for machines, for lines and areas, and for storeroom bins. Asset labels carry the QR, the code large, the name, the site and the location; part labels the bin large. Choose Letter 3 × 10 (Avery 5160) sheets or 50 × 25 mm (thermal), one label per page, then Print / Save as PDF — print at 100%, without headers and footers. The QR codes carry the server's identity, so connect to the server once before you print.

Tools

Hand tools lent out from the crib are assets too. A manager's Add tool marks an asset as a tool with a loan period; then anyone scans it and presses Check out to me (or Check out… to choose who, the work order and when it is due back) and Check in when it is back, offline too. Tools lists every tool, who has it, what is overdue; calibration is a PM schedule on the tool.

8. Preventive maintenance and procedures

PM holds the schedules of your sites: what is checked, how often, and when it is next due. Managers plan them; technicians read them and get the work orders they create. Turn the module on under Settings → Modules if the menu does not show it.

A schedule

• Title, Asset, Site, Priority, Assignee and Team.
• The Trigger: Calendar — every N days, weeks, months or years, Fixed calendar (the next date counts from the planned one) or Floating (from when the work was done), the first due date and a Lead time in days — or Meter, every so many hours or units of a meter.
• The Checklist: pass/fail, text, number, photo and signature items and sections — or a Procedure from the library instead. On a pass/fail item, Create a work order when this item fails opens the repair for you.
• The Next five due dates preview, then Create schedule.
• On an existing schedule: change the Next due date to postpone it, Pause or Resume, and see its Generated work orders.

The server creates each work order when its lead time begins; it appears under Work orders with its checklist. On the list, Select and Change… set the assignee, team, interval or paused state for many schedules at once; Import CSV adds many schedules from a spreadsheet, one row each (the import never changes an existing one).

Procedures

A procedure is a reusable checklist: attach it to a work order or a PM schedule instead of typing the same checks again. Managers write them for one site or All sites; items can be required, grouped in sections, or shown only when another item is Fail or Pass. A saved change becomes the next version: new work orders get it, open ones keep the checklist they started with. Deactivate takes a procedure out of the pickers; Make a copy moves it to another site.

9. Parts, storerooms and purchasing

Parts is the storeroom: spare parts with their stock, bins, minimums and the machines they fit. Technicians and up use it; managers and administrators change it. Turn the module on under Settings → Modules if the menu does not show it.

Stock

• Each part has a lamp: red below its minimum, amber at it, green above. Narrow the list with Below minimum, Over maximum or Not moved for 180 days.
• A part's page: the stock and, when it is low, how many to Reorder; Receive… a delivery, Adjust… the stock with a reason, Use in a work order… to take parts for an open job, Transfer… between storerooms; the Movements, newest first; Vendors and prices; Reserved by work order; the Compatible machines; Print label for the bin. Every movement saves on your device first, so the storeroom works offline.
• Available is the stock minus what open work orders have reserved; Reorder counts it.
• Opening stock is not typed on the part's form: use Receive…, or an import.

Adding parts

The form takes a Name (the server numbers the code, like P-0042), the Site or All sites (one part shared by every site, each with its own stock), the Bin, unit and unit cost, a Minimum and a Maximum, category, manufacturer, manufacturer part number, vendor and description. Import CSV brings the whole parts list in, with bins, opening stock and the machines each part fits (an empty site cell makes a part for all sites).

Storerooms and stock counts

Every site starts with one storeroom, the Default; managers add more under Settings → Storerooms — a crib at a line, a van, a second building — each with its own stock, value and limits per part. A stock count is an inventory of one storeroom: people count what is on the shelves with their phones, offline too (scan the part label, type the quantity, Save count); a part not on the list shows as Found here; in a blind count technicians do not see the expected quantity. A manager then Close count…: the differences become one movement each, and parts nobody counted are left as they are.

Purchase orders

Purchase orders (from the Parts page) are what the plant orders from its vendors.

1. New purchase order: pick the vendor and the site, then on the order's page Add a line… (the price comes from the vendor's offer) or Add parts to reorder — this vendor's parts at or below their minimum. On the Parts list, Reorder everything below min… makes one draft per vendor and site at once.
2. Submit: under the site's approval amount the order is approved at once; over it, or with a line without a price, it waits for a manager to Approve or Reject….
3. Mark sent, then Receive… what arrives: each line goes into its storeroom as a receipt; Mark received closes an order the rest of which will not come. Managers keep the Invoice (number, amount, date, file). PDF and CSV give the order to send.

An administrator can turn on Draft purchase orders below minimum for a site: the server then starts one draft per vendor each day for the parts at or below their minimum, marked Drafted by the server until a manager reviews them.

Vendors

Settings → Vendors holds who sold or services your machines and supplies your parts: contact person, phone (with Call from a phone), email, website, the assets that name the vendor with their warranties, the parts it supplies, its price list (price, lead time, minimum order) and its documents — a certificate of insurance, a licence — with a reminder 30 days before one expires. Import adds vendors from CSV; Import prices adds their offers from a price list.

GL codes and budgets

For plants that book costs: Settings → GL codes and budgets keeps the accounting codes and a budget per site and fiscal year. A category maps to a code (Settings → Categories), a purchase order line or a single cost can name another, and Reports → Budget shows the budget against what was spent. Nothing is blocked when a budget runs out; the forms only say how much is left.

10. Documents

Documents holds the manuals, drawings and procedures of your sites, each with its revisions. Everyone can read them; technicians and up add them. Turn the module on under Settings → Modules if the menu does not show it.

• Add document: a title, its kind, the site, a description, the File (PDFs open in the app, other files download) and a Revision label such as Rev B. Link to attaches it to an asset, a location or a work order. It works offline: the file is saved on your device and uploaded when you reconnect.
• Pin: keep it on every device offline for a manual people need at the machine: it then opens on every phone without a connection. Keep offline up to on the list sets how much room pinned documents may take on this device.
• A document's page shows whether it is On this device or Online only, its Revisions (older ones open from the list; Upload new revision adds one), and what it is Linked to.
• Restricted documents stay on the server only and never reach a phone's storage: an administrator adds them with Add restricted document and grants access to single technicians or managers; you need a connection to open one.

11. Calendar, teams and planning

The calendar

Calendar shows work orders by their due date and planned PM, by Week, Month or Team week (one row per person); on a phone it is a day-by-day list.

• Drag a work order to another day to change its due date, or to another person's row in Team week to reassign it; Move… does the same without dragging. Moving works offline.
• The Overdue strip on today holds the open work orders past due; Unscheduled the ones without a due date.
• Show PM outlines planned PM; a manager can drag a calendar schedule's next date.
• The same filters and saved views as the work order list.

Teams, shifts, skills

• Teams (Settings → Teams): groups a work order or a PM schedule can be assigned to, for one site or the whole organization, with members and a team lead. Team work nobody has taken shows under My teams on a technician's Home.
• Hours per week on a person's card and the shifts and roster (Settings → Shifts) give each person's capacity; the calendar's Team week and the Technician load block in Reports use them.
• Skills and certificates (Settings → Skills, and each person's Certificates): what people are certified for — forklift, welding, lockout / tagout — with a valid-until date and a scan. A work order or PM schedule can require skills; assigning someone without a valid certificate only warns, never blocks. The person and their managers get a notice 30 days before a certificate ends.

12. Reports and exports

Reports

Reports shows counts and totals for a period — this week, this month, this quarter or a custom range — and a site, from the data on this device; every block says what its numbers are based on, and Export as CSV on any block saves exactly what it shows.

• Work orders and requests; PM on time; downtime by reason or by asset.
• Reliability: failures, MTBF, MTTR, availability, and the Top problem codes. Availability and MTBF count breakdowns only — planned stops do not lower them.
• Parts consumed, Stale stock, labour hours and costs by asset, Technician load for this week and the next three, Did it help? by asset and by technician, Spend by month and Budget.

Your own reports and dashboards

• The report builder picks the data (work orders, PM schedules, downtime, parts movements, labour, requests or assets), narrows it with filters, a period and a site, groups it by up to two things, measures a count, a sum or an average, and shows a table, bars or a line. Managers Save report and share it with the managers of a site or with every manager.
• Send by email… on a saved report mails it every week or every month as a PDF and a CSV, in each person's language; Settings → Scheduled reports lists the schedules. Nothing is sent while email is not set up on the server.
• A dashboard puts saved reports and Reports blocks on one page, for one period and site, shared the same way.

Exports

Settings → Export gives any list — assets, locations, work orders, requests, downtime, parts, vendors and more — as CSV, Excel or JSON, for a site or all your sites and a date range, with Include deleted records if you need them; an administrator's Everything (JSON) takes every record in one file. Exports come from the server, so the device must be online. The assets and parts CSV files open in their imports as they are, so an export is also a backup you can read.

13. Notifications and automation rules

In the app

The bell holds what happened to your work orders, requests and stock, newest first; tap one to open the record. Mark all read clears the unread marks; in a daily digest, a count opens the matching list. It works offline too.

Telegram and email

Each person chooses under Settings → My notifications what also reaches them on Telegram (press Connect Telegram, open the bot and tap Start) and by email, by kind of notification. The email boxes stay gray until an administrator sets up a mail server and the person has an email address.

An administrator sets the channels up under Settings → Notifications: a Telegram bot (made with @BotFather; the server needs internet for Telegram) and Email through the plant's mail server, with Send a test message. Settings → Mail templates lets an administrator change the subject and opening paragraph of each email, in English and Spanish.

Automation rules

Settings → Automations holds rules that route requests, assign work and escalate what waits. A rule is when something happens — a request is created, a work order changes status, a machine stops, a part falls below its minimum — or something has waited too long (a request stays new, a work order stays unassigned or past due, a machine stays down, an order waits for approval), where (one site or all sites), only if some conditions hold (an asset, a category, a priority, during a shift), then one to five actions: assign to a person or the category's responsible person, set the team, raise the priority, set the category or the due time, create a work order from a template, notify people or a team, or post to a webhook.

• Actions only fill an empty field or raise; they never overwrite what a person chose. A rule never closes a work order, approves, deletes, or touches money or stock.
• From a preset starts with a common rule: Route requests, Line is down, Request waits, High priority unassigned.
• Try on a record says what the rule would do to a given work order or request, without changing anything; the run log keeps one line per run for 30 days.
• The person who last saved a rule is its owner; the rule acts with their rights and switches itself off, with a notice, if they lose them or if it fails five times in a row.

14. Working offline and sync

Phones and browsers keep a copy of the plant's data they may see, so most of the app works without the network and syncs later:

• Lists, the asset tree, machine pages, work orders, the calendar, search and reports read the copy on the device.
• Reporting a problem, marking a machine stopped or running, moving a work order through its statuses, answering a checklist, logging time, using or counting parts, checking a tool out, adding a document or a comment: all saved on the device first and sent on the next sync.
• Pinned documents open at the machine without a connection.

What needs the server: signing in and approving devices, imports and exports, the automation and webhook pages, signing a checklist item while electronic records mode is on, opening a restricted document, and a station's PIN sign-in. The pages say so when it matters.

Settings → Sync shows what this device has sent, what is still Pending, the Photos waiting to upload and the Live channel; Sync now sends and fetches at once. Under Needs attention, a change the server refused can be Retried, looked at in Details, or Discarded. Two people who checked the same tool out while offline both keep their checkout until one presses I have it. A device that stays offline longer than the offline limit (Settings → Security → Policy) must sign in again.

15. Administration — people, roles, security

Settings is the starting point: managers and administrators see cards for the lists they manage, administrators also Server, Custom fields, Devices, Notifications and Security.

Organization and modules

• Organization: the plant's name, currency and number formats; a logo for PDFs; Accept problem reports without sign-in and the poster; the Address for links in emails; the largest file people may upload; Approve work orders over an amount; the fields required when Closing a work order; Hours per week and Working days; and the Sites, each with its name, time zone and currency.
• Modules: work orders, assets and requests are always on; Preventive maintenance, Procedures, Meters, Documents, Parts, Teams, Approvals, Vendors, Skills and certificates, Shifts, Stations and Asset templates are switched on when the plant starts using them. Turning a module off hides it and deletes nothing.

People

• Add person with a name, an optional email, a role and a site — or Import CSV to add many at once (the import adds people but sends no invites).
• A person's card: the profile (name, email, language, hourly rate, hours per week), Sites and roles, the Account (Set password for technicians and up, Set PIN for operators and technicians), Invites (Create invite with a validity, then Copy the code — it pairs one phone or browser, once) and Devices and sessions (Revoke one that should no longer have access).
• Remove person signs them out everywhere at once and stops their tokens and unused invites; their work orders and history stay. Changes a phone had not sent yet are lost, so the dialog lists the devices that hold such changes. A removed person cannot be added back. Nobody can remove themselves or lower their own role.
• A manager sees the people of their own sites and sets their hours; everything else is an administrator's.

Custom roles

The built-in roles cannot be changed. Add role makes your own: a name, a Base role, and the things it may not do unticked. A custom role only takes things away, never gives more, and never hides records. The base role cannot be changed later; give the role to people on their site's role select. A role is removed only when nobody holds it.

Devices

Pending devices are the phones and browsers that pressed Ask for access: Approve one as an existing person or A new person (name, role, site), or Reject it. Paired devices lists each device's person, last contact and Unsynced changes. Revoke ends a device's sessions but keeps its data, so it can pair again with a new invite; Forget erases its local data on its next contact and loses its unsynced changes — check the Unsynced count first. A device can be made a station here (chapter 2).

Security

• Two-step sign-in: Required for nobody, administrators (recommended), managers and administrators, or everyone with a password. Set it up for yourself first. Reset a person's two-step sign-in when they lose their phone and recovery codes; it asks your own password and signs them out everywhere. Passkey address chooses the one server name passkeys work at.
• Policy: the minimum password length, PIN digits, how long sessions and invites last, the sign-in attempts allowed and the offline limit.
• The Audit log: sign-ins and refusals, paired and revoked devices, passwords and PINs, invites, backups, mail and Telegram settings, restricted documents, newest first, each with who did it and from where. It lives only on the server and is never synced to phones.

Company sign-in (single sign-on)

Settings → Sign-in lets people sign in with their company account — Microsoft Entra ID, Google Workspace, Keycloak or Authentik — in a web browser. An administrator fills in the provider's details, gives the provider the Redirect URI shown on the page, presses Test, then Turn on; Allowed email domains limits who gets in, and Require for everyone but administrators stops password sign-in for everyone else (administrators keep theirs, so one of them can turn it off if the provider is down). People link their own account on their person card, or are linked by the email an administrator wrote on their card. The page has step-by-step notes for each provider. A direct Active Directory or LDAP sign-in is not offered: connect the directory through one of these providers instead.

Electronic records mode

For plants that need 21 CFR Part 11 readiness: once an administrator turns the mode on under Settings → Electronic records, a change of a done, closed or signed work order asks for a reason that is kept with the change; checklist items are signed with the person's password, with the meaning of the signature (performed, reviewed, approved, verified); and the audit trail of a period or of one work order exports as CSV or PDF. The page also lists what the plant itself still owns — validation, procedures, training, the server's clock and backups.

16. Plant settings — the lists behind the forms

Managers and administrators keep these lists under Settings; the forms offer them.

17. The server — backups, updates, addresses

Settings → Server in the web app is where the plant's data lives; only administrators open it. The Mac app's menu and window and the Windows Assistant show the same things on the server computer itself.

Addresses and trust

The page lists the addresses phones use, links Trust this server (the trust page of chapter 2), downloads the certificate, shows the Plant QR, and takes Extra names and addresses — a DNS name you gave the server, or a name from a mesh network — so the certificate names them too. The server is reachable only on a network you control: for a maintenance manager at home or a second building, ask your IT about a VPN or a mesh network such as Tailscale on the server computer, then add that name here.

Backups

• The server takes a snapshot every night at 02:00 and keeps the newest 14; Backup now takes one at any time (the Mac app's menu and the Windows Assistant have the same button).
• Backup copies go to a folder on another disk or a network path: set it here on Windows, or in the Mac app's own settings.
• Save recovery keys… writes the server's keys to a file locked with a passphrase. Keep that file away from the server computer: with it, a restored server stays trusted by every phone, and people's two-step sign-in keeps working.
• Pick a snapshot and Restore… it; every device re-syncs afterwards. Changes phones send again after a restore are not announced to webhooks, so check the systems that depend on them.

Updates

Check for updates under Settings → Server, in the Mac app's menu or in the Assistant says when a new version is on the LK Up page. Updating keeps the data, the certificate and every phone's trust:

• Mac: open the new disk image, replace the app in Applications, open it. It swaps the server and restarts it.
• Windows: run the newer installer. It stops the service, replaces the program and starts it again.
• Phones: the web app follows the server; after an update, reload it once.

After an update, the app shows an Updated to banner with a link to What's new. Feature status (also open before sign-in) says what the app does today and what is planned, with the release each item is planned for.

If the port is taken

On a Mac, the menu says what holds the port — another program, or another LineKeeper Up server — and offers Change port…. On Windows the Assistant's Status tab holds the server's port and the Start with Windows switch; the service keeps restarting until the port is free.

Uninstalling

• Mac: stop the server from the menu (Stop server and quit) and move the app to the Trash. The data folder stays until you delete it yourself.
• Windows: Settings → Apps → Installed apps → LineKeeper Up → Uninstall. It removes the service, the firewall rule, the certificate trust and the program; the data folder is kept, so installing again gives the same server with the same data and the phones reconnect. Delete the data folder yourself to remove everything (back it up first).

18. Connecting other systems

• Webhooks (Settings → Webhooks, administrators) send events — a request created, a work order done, a machine stopped — to your ERP as JSON, or to Slack or Microsoft Teams as a line with an Open link, as they happen. Each webhook has a secret for checking the signature, a delivery log with Send again, Pause and Resume; after ten failed events in a row it pauses itself and tells the administrators. Phone numbers, emails, checklists and requesters' contact details never leave.
• API tokens (Settings → API) let other programs read and write LineKeeper Up through its REST API. A token acts as one person and can do only what that person can do; choose Read only or Read and write and how long it lasts; it is shown once. API description on the page lists every call for the people who write the program. The same page explains how an AI assistant that speaks MCP can connect with a token — give it a read-only token unless it must write.
• Contractor links send one work order to someone without an account (chapter 6); the public report page takes problem reports from anyone with the poster's QR (chapter 5).
• Imports and exports (chapters 7, 9, 12) move whole lists in and out as CSV or Excel.
• LK On, LineKeeper's backup touchscreen for the machine, is planned to feed its machine stops and alarms into LK Up as incidents on the right machine. LK Up does not need it.

19. Troubleshooting

When you write to us, say what you were doing, what the page said, and both version numbers from Settings → About.