Complete guides for administrators, specialists, and equipment users
Complete guide to managing your equipment, team, and maintenance schedules
Open your web browser and navigate to your admin dashboard URL provided by the KIXIK team.
Username: Your admin username
Password: Your admin password
On first login, you may be prompted to:
The dashboard shows the health of your operation at a glance with key metrics and quick actions.
To add equipment to the system:
Take a clear photo of the equipment's nameplate with good lighting. Claude AI reads it automatically and fills model, serial number, and specifications.
Each specialist can be assigned specific equipment they're responsible for:
Create maintenance checklists so technicians follow the same procedures every time.
When a technician logs work, they complete the assigned checklist. In the Work History view, you can see which items were checked off and any notes added by the technician.
Equipment users can submit service requests through scanning NFC tags. You manage and track these requests.
Keep track of all equipment maintenance schedules and get alerts before maintenance is overdue.
You receive automatic email and Telegram notifications when maintenance is due or overdue. Specialists also get notified of their assigned work.
How to log work, complete maintenance, and handle service requests
Your admin will provide you with:
Choose a strong password with at least 8 characters, mix of letters and numbers. Don't share your login credentials with anyone.
Equipment is accessed by scanning NFC tags or QR codes with your phone:
If your phone doesn't have NFC capabilities or the tag isn't working, look for a QR code on the same equipment. Most modern phones can scan QR codes with the camera app.
After scanning equipment, you'll see a form to log your work:
For detailed tracking, add individual work items with hours spent:
For vehicles and equipment with engine hour tracking:
Add any notes for future reference or issues noticed. This appears in the equipment's complete history.
When you log work, the system may show a checklist tailored to that equipment type:
Thorough checklist completion ensures consistency and helps catch problems early. Don't skip items — if you can't complete something, note it for your admin to review.
A Service Act is a formal document that records the work you performed. It includes signatures from you (technician) and the client (equipment owner).
Both technician and client signatures are required for official Service Acts. You can:
When your admin assigns you a service request, you can track its status:
You receive notifications via:
How to report equipment issues and problems to your maintenance team
If you notice a problem with equipment at your workplace, you can quickly report it to the maintenance team using your phone. The system will:
Find the NFC tag or QR code on the equipment → Scan with your phone → Fill out the problem report → Submit. That's it!
Look for a small tag or sticker on the equipment. It may look like:
If scanning doesn't work, make sure you've enabled camera permissions in your phone settings. Also check that you're not using too much force on NFC tags — just tap gently.
After scanning, a form appears with fields for you to describe the issue:
Write a clear description of what's wrong:
Attach up to 3 photos to help technicians understand the issue:
Choose the urgency level:
Once you've filled in the details:
After you submit a report, you can check its status anytime:
Save your service request confirmation code (if provided). You can give it to support if you need to follow up.
Don't wait until equipment completely fails. Report minor issues when you notice them so technicians can prevent bigger problems.
The more details you provide (what happened, when, what sounds/smells/visuals), the faster technicians can diagnose and fix the problem.
Well-lit, clear photos showing the problem area help technicians immensely. Blur out any sensitive information if needed.
In Auditor Mode, you can see when equipment is due for regular maintenance. Report anything unusual even between scheduled services.
If equipment is dangerous or unsafe, set your report to High priority and notify your supervisor immediately. Don't attempt repairs yourself.
If the same problem keeps happening, mention it in your report so the maintenance team can address the root cause.
Quick answers to common questions from all users
KIXIK is an equipment management platform. Companies attach NFC tags or QR codes to physical equipment; technicians scan the tag to log work, and admins manage equipment, specialists, and checklists through a web dashboard.
Passwords are reset by your company administrator, not by yourself. Contact your admin and ask them to reset your password from the dashboard.
Make sure NFC is enabled in your phone settings and hold the phone steady near the tag for a second or two. If it still doesn't work, look for a QR code on the same equipment and scan it with your camera app instead.
Use the language selector in the top navigation bar (EN, ET, RU, FI, DE, LV, LT). Your choice is remembered for future visits.
Auditor Mode lets anyone view equipment history and maintenance status without a personal account. Enter your company name as the username and leave the password field empty. Auditors can view but not log work.
Admins manage the whole account: equipment, team, checklists, and reports. Specialists (technicians) scan equipment and log work. Equipment Users don't need an account — they scan a tag to report a problem.
Priority tells the maintenance team how urgent a problem is. High means the equipment is unsafe or unusable and needs immediate attention; Medium should be handled within the week; Low can wait until it's convenient.
Yes. Passwords are stored as bcrypt hashes, all data is scoped to your company, and access is protected by session tokens and row-level security in the database.
No app store download is required. KIXIK works in your mobile browser, and you can optionally install it as a Progressive Web App (PWA) from your browser's menu for a faster, app-like experience.
Notifications are sent by email automatically. You can also link your Telegram account from your profile menu to receive the same alerts instantly on Telegram.
Add a note explaining why the item couldn't be completed. Your admin will see the note in the work history and can follow up if needed.
After logging work, you can generate a PDF that summarizes the visit. Both the technician and the client sign directly on the screen (touch or mouse), and the signed PDF is saved automatically for your records.
Yes, admins can export equipment lists and maintenance history to Excel from the equipment dashboard for reporting and record-keeping.
Reach out to your company administrator first for account or access issues. For anything else, use the contact link in the footer of this page to reach the KIXIK support team.