Available On: Starter, Professional and Business Plus
🔧 Looking to import Preventive Maintenance (PM) schedules into UpKeep?
You can fully customize your import with time-based, usage-based (meter), or hybrid frequencies. Even better—you can create multiple schedules within the same PM Trigger Template.
For example, set one Work Order to generate every 3 months and another every 6 months, all linked to the same trigger. This article walks you through how to structure and import your PM schedules for maximum flexibility.
How to Import Preventive Maintenance
Navigate to the Import/Export Tab or Select the Option Dots within the PM Triggers section and select Import
Select the Preventive Maintenance Option
Download a Template if creating new Templates
If updating select Export Current Preventive Maintenance
Select Start Preventive Maintenance Import Process
Fill out the Template
Add your File
Select Finish
💡 Use this process to import both PM templates and schedules. Rows with identical Template details will merge into a single PM with multiple schedules. Before linking assets, locations, meters, or workers, make sure they already exist in your UpKeep account.
Import Guide
Field | Example Entry | Description | Notes |
Template ID | 6601dac1bbe5f536ff735160 | Unique ID for the template | This is used if updating existing templates |
PM Name | Routine Maintenance | Name of the Preventive Maintenance task | Unique names are helpful when searching/filtering |
Work Order Name | HVAC Filter Replacement | Name of the work order triggered by the PM task | Describes the work order related to PM |
Work Order Description | Replace the air filters in the HVAC system | Description of what the work order involves | This description will be on all Work Orders within the template |
Work Order Priority | Medium | Priority level for the work order. | Values: -None -Medium -High |
Work Order Category | Maintenance | Category that the work order falls under | Examples: Maintenance, Repairs, Inspections |
Work Order Requires Signature | Yes | Whether the work order requires a signature | Values: -Yes -No |
Work Order Estimated Duration | 2 | Estimated duration (in hours) to complete the work order | Duration for completion. Must be a whole number (no decimals) |
Checklist ID (separated by comma) | 123, 456 | IDs of any associated checklists | Checklists must already exist in your UpKeep Account |
Archived Status | No | Whether the template is archived | Values: -Yes -No |
Trigger Time | 15:00 | The Time that you want the triggered to be triggered | Needs to be in a time format HH:MM |
WO Due Time | 19:00 | The Time that you want the triggered Work Orders to be Due At | Needs to be in a time format HH:MM |
Create First WO Now | Yes | Whether to create the first work order now | Values: -Yes -No |
Paused | No | Whether the PM schedule is paused | Values: -Yes -No |
Schedule ID | 6601dac1bbe5f536ff735160 | ID of the schedule | This would be used when updating and existing schedule |
Schedule Type | Calendar | Type of schedule | - Calendar: Time-based PM |
Starts on Date | 12/10/2027 | Date when the first work order will be triggered. | Date Format: MM/DD/YYYY |
Ends on Date | 12/10/2029 | Date when the PM schedule ends. | Date Format: MM/DD/YYYY |
Time Zone | UTC | Time zone for the PM schedule. | Time zone applicable to the location. |
This Reoccurs Every (Number) | 1 | The frequency of recurrence (number of units). | Example: "1" means it recurs every "1" month. |
This Reoccurs Every (Days/Weeks/Months/Years) | Months | The unit of time for recurrence. | Values: |
On Day(s) of week | Specific days for weekly reoccurrence | SA | Values: |
On Day(s) of month | 15 | Day of the month when the task is scheduled | Day of the month (1-31) |
Creation Cadence Interval | 2 | Interval in which new work orders are created. | This is how soon you want the Work Order to appear on your Work Orders list before it is due |
Creation Cadence Frequency | Monthly | Frequency at which the work orders are created. | Values: |
Is Next Occurrence Based On Completion | Yes | Whether the next occurrence is based on the completion of the current task. | Values: -Yes -No |
Asset ID | B0K1Rxy6jn | ID of the asset related to the PM | Can be found in the URL or when exporting the asset |
Location ID | B0K1Rxy6jn | ID of the location where the work order is performed. | Can be found in the URL or when exporting the Location |
Meter ID | B0K1Rxy6jn | ID of the meter used to track usage or readings | Can be found in the URL or when exporting the meter |
Meter Condition | Every | Condition for when the meter should trigger the work order | Values: |
Meter Condition Value | 3 | The value that triggers the meter | e.g., 3 for every 3 units |
Meter Due Frequency | 3 | How soon after triggering should the Work Order be due | Values: |
Meter Due Interval | 1 | How soon after triggering should the Work Order be due | e.g., 1 month, 1 year, etc. |
Primary Assignee ID | B0K1Rxy6jn | ID of the primary assignee for the work order. | Can be found in the URL or when exporting from People & Teams |
Additional Assignee IDs | PC51Rty6i3, I681Rxy6jt | IDs of additional assignees for the work order | Can be found in the URL or when exporting from People & Teams |
Team ID | I681Rxy6jt | ID of the team assigned to the work order | Can be found in the URL or when exporting from People & Teams |