Available On: Starter, Professional and Business Plus
To import Preventive Maintenance (PM) schedules in UpKeep, you can customize your setup with time-based frequencies, usage-based frequencies (meters), or a mix of both. You can even create multiple PM schedules within the same template—for example, set one work order to generate every 3 months and another every 6 months, all under the same PM Trigger Template! 🔧
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 | 12/10/2024 11:39:14 | Date when the first work order will be triggered. | Date Format: MM/DD/YYYY HH:MM:SS |
Ends on Date | 12/10/2024 11:39:14 | Date when the PM schedule ends. | Date Format: MM/DD/YYYY HH:MM:SS |
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 |