Available On: Premium, Professional, Enterprise
🔧 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.
Ensure that files are saved as .CSV and verify that fields like 'On Day(s) of the Week' and 'Starts on Date' follow the correct formats to reduce validation errors.
Import Guide
Field | Example Entry | Description | Notes |
Template ID | 6601dac1bbe5f536ff735160 | Unique ID for the template | Used when 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 | Appears on all Work Orders within the template |
Work Order Priority | Medium | Priority level for the work order | Values: -None- / Low / 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 | 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 the work order is triggered | Format: HH:MM |
WO Due Time | 19:00 | Time the triggered Work Order is due | Format: HH:MM |
Create First WO Now | Yes | Whether to create the first work order immediately | Values: Yes / No |
Paused | No | Whether the PM schedule is paused | Values: Yes / No |
Schedule ID | 6601dac1bbe5f536ff735160 | ID of the schedule | Used when updating an existing schedule |
Schedule Type | Calendar | Type of schedule | Values: Calendar (time-based) / Meter (usage-based) |
Starts on Date | 12/10/2027 | Date when the first work order triggers | Format: MM/DD/YYYY |
Ends on Date | 12/10/2029 | Date when the PM schedule ends | Format: MM/DD/YYYY |
Time Zone | America/Los Angeles | Time zone for the PM schedule | Should match the location time zone |
This Reoccurs Every (Number) | 1 | The frequency of recurrence (number of units) | Example: "1" means every 1 month |
This Reoccurs Every (Days/Weeks/Months/Years) | Months | The unit of recurrence | Values: day(s), week(s), month(s), year(s) |
On Day(s) of Week | SA | Specific days for weekly recurrence | Values: Mo, Tu, We, Th, Fr, Sa, Su |
On Day(s) of Month | 15 | Day of the month when the task is scheduled | Range: 1–31 |
Creation Cadence Interval | 2 | Interval for new work orders to appear | Determines how early the WO appears before due date |
Creation Cadence Frequency | Monthly | Frequency at which work orders are created | Values: day(s), week(s), month(s), year(s) |
Is Next Occurrence Based on Completion | Yes | Whether the next WO is triggered upon completion | Values: Yes / No |
Inactive Periods | 12/01 - 02/28 | Dates during which PMs are inactive (paused) | Format: MM/DD - MM/DD; multiple ranges allowed if separated by commas |
Asset ID | B0K1Rxy6jn | ID of the asset related to the PM | Found in the URL or via export |
Location ID | B0K1Rxy6jn | ID of the location where work is performed | Found in the URL or via export |
Meter ID | B0K1Rxy6jn | ID of the meter used to track readings | Found in the URL or via export |
Meter Condition | Every | Condition for when the meter triggers a WO | Values: Every / Less Than / Greater Than / Exactly |
Meter Condition Value | 3 | The value that triggers the meter | Example: 3 (for every 3 units) |
Meter Due Frequency | Days | How soon after triggering the WO is due | Values: Minutes / Hours / Days / Weeks / Months / Years |
Meter Due Interval | 1 | Duration after triggering until WO is due | Example: 1 month |
Primary Assignee ID | B0K1Rxy6jn | ID of the primary assignee | Found in People & Teams export |
Additional Assignee IDs | PC51Rty6i3, I681Rxy6jt | IDs of additional assignees | Found in People & Teams export |
Team ID | I681Rxy6jt | ID of the assigned team | Found in People & Teams export |