Ovahol guide

Ovahol manages the full working life of healthcare equipment: what the facility owns, where it is, whether it is safe to use, what it costs to keep running, and what happens when it reaches the end.

The guide follows the same order the application does. Each stage builds on the one before it, so a facility that is just starting can work down the page.

Start here

Pick the role you will work in. Everyone shares the same operating model; the role decides where you spend your day.

• Super Admin — Controls platform-wide organizations, subscriptions, billing plans, user invitations, and the device dictionary. Approves dictionary recommendations from the field.
• Organization Admin — Owns governance, counterparties, cross-facility structure, org-level device records view, and organization reporting. Sees the intake pipeline, utilization, and retirement dashboards across all facilities.
• Facility Admin / Engineering — Runs the full operational loop inside a facility: registry quality, maintenance, PM, spare parts, vendor contracts, commissioning, readiness, utilization, safety events, lifecycle, and disposal.
• Clinical User — Participates in fault reporting, need requests, option appraisals, utilization logging, and safety event recording. Sees device records and selected operational workflows without the full engineering or admin surface.

Getting started

1. Create or configure your organization — Set the organization name, type, and profile. This becomes the root context for all facilities, users, and governance rules. (Organization Profile)
2. Add at least one facility — Create the facility where devices will live. All device records, maintenance, and reporting are scoped to a specific facility. Select the facility from the workspace switcher before starting any operational work. (Facilities)
3. Define governance rules — Set what the facility requires before devices can be commissioned, transferred, retired, or disposed. Governance rules gate the operational flows downstream. (Governance)
4. Register counterparties — Add the vendors, service providers, and donor organizations you work with. Counterparties are referenced later in vendor contracts, spare-parts sourcing, donations, and commercial procurement — easier to set up before those workflows start. (Counterparties)
5. Invite team members — Bring in engineering, facility admin, and clinical users with the right roles. Role scope (global, org, or facility) decides what each person can see and do. (Invitations)
6. Create departments and locations — Define the departments and physical locations inside your facility. Device records, work orders, and dashboards all use these to place assets correctly in the operational picture. (Departments · Locations)
7. Build the device dictionary — Create manufacturers, brands, models, and device types so all records reference a shared, controlled catalogue rather than free-text entries. Super Admins can also accept team recommendations to extend the dictionary. (Devices · Manufacturers · Brands · Models)
8. Register your first device records — Create device records with tag numbers, ownership, condition, department, and location. Each record becomes the anchor for every downstream workflow — maintenance, commissioning, utilization, and retirement all attach to it. (Device Records)
9. Begin operational workflows — Commission devices into service, raise fault reports, create work orders, log utilization, or start an acquisition need. The full operational surface opens once the registry is in place. (Maintenance · Commissioning · Acquisition · Utilization)

The stages

• Foundation — Start with organization, facility, and governance
• Counterparties — Register vendors, donors, and service providers before operations begin
• Registry — Build the device dictionary, departments, and register real assets
• Commissioning — Bring devices into service through readiness, training, and handover
• Maintenance — Run fault reporting, work orders, PM, and spare-parts support
• Utilization — Track device utilization and build evidence for replacement decisions
• Safety & Lifecycle — Manage recalls, incidents, transfers, and refurbishments
• Acquisition — Move from need to appraisal to acquisition and acceptance
• Procurement — Layer procurement and finance depth when the feature is enabled
• Reporting — Measure utilization, economics, and org-level reporting
• Data Interchange — Import a whole facility through one vendor-neutral interchange path
• Retirement — Retire and dispose of devices with evidence and replacement planning

Account

• Billing and plans — what the plan controls, how invoices and renewal work, and who administers them

Working offline

The application keeps an offline snapshot of the inventory, the PM-due list, and the open work orders, so a facility with an intermittent connection can keep working. Changes made offline are queued and sent when the connection returns, and a new deployment raises an in-app update prompt.

This guide is a separate public site. It is not part of the offline snapshot, so it needs a connection.