You can find more information about our legacy feature (Recurring Work Orders) in the button below. We will be moving away from recurring work orders and will eventually transition these into Preventive Maintenance triggers.

With our preventative maintenance module, administrator users 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 admins will 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

  • Add parts to their triggers to better forecast what parts will be consumed for the PM

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. For now, you can still create the legacy repeating work orders on mobile if needed!

Scheduling Options for PM Triggers

Alert: You cannot edit the Start date and you cannot edit the repeats section 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 (see below)

  • Set a Stop Date (if needed to stop triggering future PMs)

  • Choose whether to create the first work order now (if selected, the first work order will show up in your list right when you create the trigger; if not, the first work order in the trigger follows the creation cadence).

    UpKeep Maintenance Management - Google Chrome 2023-01-04 at 8.48.31 AM

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.

Based On Completion:

Is designed to allow you to set a PM up to fire off a work order immediately after the previous one has been marked completed. You can also set when the due date of the next work order to fire off by setting how far out in days months weeks or years from previous completion.

Example: if a work order is completed on 01/04/2023 and the due day is 1 month from date of completion, a new work order will show up with a due date of 02/04/2023 in your work orders list page.

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How to Create a Preventative Maintenance Work Order Trigger

NOTE: Right now, the intended behavior is that the work orders will be triggered based on the creation cadence (which is only available for regularly scheduled triggers).


  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 Trigger

TIP: Parts can be configured within a triggered PM so that each time a work order is created, it will inherit the parts each time.

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

TIP: You can even control WHEN a work order is triggered. For example, 5 days before a work order's scheduled due date. Click the button below to learn more!

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.

For questions or concerns please reach out to Support at [email protected] or via chat in your Upkeep account under Contact US.

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