PM Schedules (Preventive Maintenance)
A PM Schedule is a recurring maintenance task tied to a specific asset. Once set up, it reminds you when maintenance is due and lets you generate a Work Order with one click.
Examples: Monthly filter replacement on RTU-3, Quarterly refrigerant check on Compressor A.
Before you start
| Requirement | Why | Where to get it |
|---|---|---|
| ✅ A Site | PM schedules live in a store | Set Up Sites… |
| ✅ An Asset | A PM schedule is always tied to one piece of equipment | Add Assets |
| ✅ A Service Provider (optional) | Pre-assign a default contractor for this recurring task | Add a Service Provider |
Create a PM Schedule
- Go to Store Settings → Maintenance.
- Click the PM Schedules tab.
- Click Add PM Schedule.
- Fill in:
| Field | Required? | Notes |
|---|---|---|
| Asset | ✅ Yes | Search/select the specific piece of equipment |
| Work Order Type | ✅ Yes | Usually Preventive Maintenance or Inspection |
| Frequency | ✅ Yes | Weekly, Biweekly, Monthly, Quarterly, Semi-annual, Annual, or Custom (enter days) |
| Next due date | ✅ Yes | When this task should first generate |
| Title | Optional | Auto-generated if left blank; customise for clarity |
| Service subtype | Optional | E.g. Filter Replacement, Oil Change, Belt Inspection, Coil Cleaning |
| Assigned service provider | Optional | Default contractor; auto-populates when creating a WO from this PM |
| Description | Optional | Instructions or notes for the technician |
- Click Create PM.
The schedule is now active and will appear as due on the maintenance dashboard when the next due date arrives.
Generating a Work Order from a PM Schedule
When a PM comes due:
- Go to Store Settings → Maintenance → PM Schedules.
- Find the due schedule (overdue ones are highlighted).
- Click Create Work Order from this PM.
- The Create Work Order dialog opens with:
- Origin pre-set to PM.
- The PM schedule pre-selected.
- Type pre-set to match the PM's work order type.
- Service provider pre-filled if one was assigned on the PM.
- Review and click Create.
Alternatively, when creating a work order from the main Work Orders page, select PM as the origin tab and pick the schedule.
PM Schedule statuses
| Status | Meaning |
|---|---|
| Active | Running normally; generates work orders as due |
| Paused | Temporarily suspended; no new WOs generated |
| Retired | Permanently stopped (asset decommissioned, schedule no longer needed) |
Toggle the status from the PM schedule's edit panel.
Editing a PM Schedule
Click any PM row to open its edit panel. You can change:
- Frequency, next due date, title, description, service subtype, assigned provider.
- You can also pause or retire it from here.
SLAs (Service Level Agreements)
The SLAs tab on the same Maintenance settings page lets you define response and resolution time targets per service provider, work order type, and severity. These appear in reporting and are used to flag overdue work.
PM schedules keep your equipment maintained on schedule. Pair them with Work Orders and Service Providers for a complete maintenance loop.