NOTE: We will be releasing additional updates and features to the Preventive Maintenance section on a rolling basis across the next few weeks and months.


With our preventative maintenance module, you can easily create repeating work orders over a given frequency (daily, monthly, annual, etc).

These triggers will automate and schedule your recurring work orders and prevent unplanned equipment failures.

What you’ll be able to do:

  • Set triggers to schedule your preventive maintenance
  • Assign and prioritize triggered work orders
  • Customize the time zone for each trigger
  • Create recurring work orders based on the time frames you want
  • Receive email notification when a work order is triggered

This way, your team can move from a reactive to a more proactive maintenance mindset! This article explains how to create and manage preventative/repeating work orders with our web application.

NOTE: PM triggers can only be created on the web app at this time. You can still create the legacy repeating work orders on mobile if needed!

NOTE: Admins will be the only ones who can access Preventive Maintenance within the web application.


Scheduling Options for PM Triggers

NOTE: You cannot edit the Start date of the trigger after it has begun.

When choosing the schedule, you can:

  • Set the Start Date (also the Due Date) for the first instance of this PM
  • Set your Repeating Schedule frequency
  • TIP: you can set the trigger to create the next instance After Completion of the previous
  • Set a Stop Date (if needed to stop triggering future PMs)

You can even get more detailed with your scheduling and set specific days of the week or month to repeat!

For example, here are the options you might have for repeating weeks:

Or another example is repeating months:

NOTE: Keep in mind the trigger schedules. A PM work order is considered “triggered” when the work order is available in the list view.


How to Create a Preventative Maintenance Work Order Trigger

NOTE: Right now, the intended behavior is that the work orders will be triggered a full cycle in advance. When you create a trigger, the 1st work order is created immediately (and the due date is the trigger start date).

STEPS:

  1. Navigate to the Preventive Maintenance section
  2. Click on + Trigger
  3. Fill out the Work Order details (this will be the work orders that are created based on the scheduled trigger you set up)
  4. Choose your schedule for this trigger. You can:
  5. Once your details are filled out, click Create Triggers

Here is an example of how to set up a trigger for the second Tuesday of each month:


How to Edit Your Preventive Maintenance Trigger

You can edit the details of future PM work orders (location, worker, date, etc).

TIP: Keep in mind, a future PM work order is a work order that has a due date beyond today’s date AND is in the Open status.

If you change the schedule for a trigger, future work orders will be re-made on the new cadence.

  1. In the Preventive Maintenance section, click into your desired Trigger
  2. Then, click on the Pencil Edit button on the top right
  3. Edit the Trigger details (work order details or frequency of the trigger)
  4. Once you’re done, click on Save Trigger!

NOTE: However, you won't be able to edit the start date of a trigger that has already begun!


Preventive Maintenance Calendar and History View

Calendar View

Within each trigger (after you have created it), you can check the Calendar View to get a bird’s eye view of what to expect from the trigger. It will show you all the dates that will trigger a PM work order so you can plan ahead for yourself and your team.

NOTE: You will only be able to see these dates within the Calendar view of a trigger. So you will only see a single PM trigger’s future WOs. You will not see this in the Calendar view within your work orders section!

Here’s a screenshot of what you might see. This trigger generates a PM every week on Mondays, Wednesdays, and Friday:

History View

You can see all the historical work orders associated with this trigger and their current status! Click on the WO# to be redirected to that work order.

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