Development of an Automated Notification System for Equipment Maintenance and Warranty Management Through Integration with Email and Google Calendar

Abstract

This study aimed to develop an automated notification system for equipment maintenance and warranty renewal, to examine its effect on equipment management efficiency, and to assess user satisfaction. The developed system used Google Sheets as the data repository, Google Apps Script as the automation engine, and integrated email notifications with Google Calendar to provide alerts two months in advance of scheduled maintenance or warranty expiration dates. The key innovation of the system lies in integrating equipment records, time-based condition checking, and automated notifications into a single workflow, thereby reducing manual follow-up tasks and minimizing the risk of missing critical deadlines.
      This research employed a development and system evaluation design. The sample consisted of 20 personnel from the School of Dentistry, University of Phayao, including procurement officers, maintenance staff, laboratory staff, dental practitioners, administrative officers, and information technology staff. Data were collected using questionnaires and analyzed by descriptive statistics, including mean and standard deviation.
       The findings showed that the system effectively supported systematic and continuous tracking of maintenance schedules and warranty renewals. Experts rated the overall appropriateness and performance of the system at the highest level ( = 4.89, S.D. = 0.15), while system efficiency was also rated at the highest level ( = 4.80, S.D. = 0.45). User satisfaction was likewise at the highest level ( = 4.64, S.D. = 0.89). These results indicate that the developed system is suitable for practical implementation and has strong potential to reduce workload, minimize tracking errors, and improve planning readiness for equipment maintenance and warranty management within the organization.