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How to Create PM Schedules

Learn how to create your PM Trigger Schedules in the Web Application

Updated over a week ago

Available On: Starter, Professional and Business Plus


Preventive Maintenance (PM) Triggers are key to ensuring that your equipment and assets receive timely and consistent care. In this guide, we’ll walk you through the process of setting up a PM trigger in UpKeep, from entering essential details to applying schedules that fit your maintenance needs. Whether you’re looking to create time-based, condition-based, or hybrid triggers, this guide has you covered. Plus, we’ll show you how to add multiple schedules to a single trigger, giving you the flexibility to keep your operations running smoothly. Let’s dive in and set up your first PM trigger!

Meter-based triggers, which activate based on asset usage metrics such as hours of operation or mileage, provide an additional layer of customization tailored to specific operational needs.


How to Create a PM Schedule

  1. Navigate to your Preventive Maintenance Triggers Section

  2. Select Create PM Button

  3. Enter your PM Details

    1. Trigger Title

    2. Work Order Title

    3. Work Order Details

  4. Enter in your Schedules

  5. Add in your Asset Records

    1. Select Apply Schedule

    2. Set your Assets, Locations

    3. Set your Start Date

    4. Set your assignees

  6. Select Create PM

💡If you want to create a Work Order that runs Monday-Friday. Select a Weekly Schedule then select the days of the week


How to have Multiple Schedules Per PM Trigger

You can add additional schedules to your triggers even after the initial trigger has been created.

  1. Select the Trigger

  2. Select Add Schedules

  3. Add in your schedule

  4. Add the records that will have this schedule

  5. Make sure to select "Apply Schedule" to ensure the Trigger is successfully created

  6. Save Changes

You now have added your additional schedule to your PM Trigger


Setting Up Meter-Based Scheduling

Preventive Maintenance tasks can also be scheduled based on asset usage metrics. For instance, you can:

  1. Configure a meter-based schedule such as '5 hours of machine usage' or '100 miles traveled.'

  2. Focus solely on usage metrics without combining them with time-based intervals.

This approach ensures maintenance tasks are closely aligned with actual equipment usage, optimizing efficiency and reducing unnecessary work.


Frequently Asked Questions (FAQs)

What kind of schedules can I make?

UpKeep offers a variety of flexible frequency options when creating Preventive Maintenance schedules. You can set your Work Orders to repeat on:

  • Day(s) — e.g., every 10 days

  • Week(s) — e.g., every 2 weeks

  • Week(s) by days of the week — e.g., Mondays and Thursdays

  • Specific days of the month — e.g., the 1st, 15th, and 30th

  • Month(s) — e.g., every 3 months

  • Month(s) by days of the month — e.g., the 5th of every other month

  • Month(s) by position in the month — e.g., the First Monday of each month

  • Year(s) — e.g., once a year on January 1st

Can I choose when Work Orders are due?

Yes! You can set a specific time of day for each scheduled Work Order to be due. This gives you control over when tasks appear in your technicians’ dashboards and helps with planning workloads more efficiently.

Can I choose when Work Orders generate?

Absolutely. UpKeep allows you to define the creation cadence, which determines when a Work Order is created before it's due.

Your options include:

  • A set number of days, weeks, or months before the due date

  • A specific day of the week before it's due

  • A custom time of day for Work Order generation

Can I set up recurring PMs without an end date?

Yes, you can create ongoing schedules by leaving the "End Date" field blank when configuring PMs in UpKeep. This ensures work orders are perpetually generated without needing to reconfigure schedules periodically.

Why is a start date necessary for PM schedules?

All preventive maintenance schedules require a start date so that UpKeep knows when to begin triggering actions. If uncertain of the start date, set a tentative future date and adjust when ready.

What are the best practices for PM trigger configuration?

  • Keep Triggers Specific: Avoid combining different trigger types unless absolutely necessary.

  • Review and Adjust: Regularly evaluate whether PM schedules match actual asset usage.

  • Documentation: Maintain accurate records of adjustments to create accountability.

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