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Maintenance Schedules
Maintenance Schedules

Learn how to schedule frequency to auto-generate jobs and ensure timely preventative maintenance on assets across multiple locations

Updated over a week ago

A maintenance schedule allows you to create and allocate jobs that are pre-populated with the tasks and details required to carry out preventative maintenance activity against sites and assets at regular intervals.

Creating a maintenance plan includes the three key components:

  1. A schedule, which determines what types of assets are to be maintained (e.g. the exit lights on every floor of a building), what tasks are to be performed on those asset types (e.g. to create a checklist of all the working exit lights), when tasks are to be performed on those asset types in relative terms (i.e. monthly and quarterly for all the assets, or per assets).

  2. One or more locations that the schedule is applied to, which determines where the planned jobs will be performed, when the planned jobs will occur at each location in specific terms, and who should the planned jobs be assigned to.

    You can add the locations one at a time or simple import your locations all at once. For more information, see how to use the schedule location importer.

  3. The actual job is created by the schedule, with the job location, customer name, contact details and so on (as determined via the location that the schedule is applied to), one or more assigned technicians, a list of tasks per asset.

Once a schedule has been applied to a location, you can view the planned job events per site or per asset, including the ability to move or skip each event as necessary.

Accessing Maintenance Schedules

You can access maintenance schedules from the Settings areas of:

  • Jobs workspace -> Job settings

  • Assets workspace ->Asset settings

  • Settings -> Admin settings

From the main menu panel, select the settings area from one of the workspaces, in this example we have shown the Job settings. Then, choose Maintenance schedule.

Creating a new maintenance schedule

A new schedule will ensure that the required jobs are automatically created on the days you plan to action preventative maintenance for your customers.

In the MAINTENANCE SCHEDULE tab, click +Add schedule and fill in the details as shown in the example below:

You can edit the automatically generated code if needed to easily identify this schedule in future.

Configuring the scheduling frequency

The scheduled preventative jobs will have to be created with the necessary tasks and assets. You can configure the maintenance schedule to create jobs in the following ways:

Scheduling frequency for job per location

This mode of setting up the scheduled jobs will create one job with tasks for multiple assets at any location where the schedule is applied.
In the example below, the scheduled job created per location includes a task to be performed on two assets, both belonging to the asset type 'Lights' as was defined in the maintenance schedule configuration.

The jobs will be created automatically after the location's Maintenance Starts date. You can view the Maintenance Starts date on the location's profile. Here, the location can be site, building, room or floor.

Scheduling frequency for job per asset

This mode of setting up the scheduled jobs will create one job per asset at any location where the schedule is applied.

The example below shows two separate jobs that are created for the two different assets of the asset type 'Airconditioner'. These assets are installed at the location at which the preventative maintenance is scheduled.

The jobs will be created automatically after each of the asset's Maintenance Starts date. You can view the Maintenance Starts date on the asset's profile as shown in the example below:

By default, the Maintenance Starts date of an asset is considered to be the date when the asset was created, and the maintenance start date takes effect only when the location of that asset is already activated to run the maintenance schedule.

Configuring the schedule frequency

Under the Schedule Frequencies section, click +Add schedule frequency.

The Edit frequency screen will open up where you can specify:

  • the preferred mode of scheduling jobs

  • set the frequency for creating jobs either before, after or on a date defined per assigned location

The three main sections on the Edit frequency screen are described below:

1. Name, Code and Description: Enter the basic details to clearly define the new scheduling frequency. The Code that you specify here will help you distinguish the frequency that is initiating the planned jobs. See the example below:

2. Create a job: Specify the mode in which the jobs will be created by the maintenance schedule. In this case, selecting Per location will create one job per location when you activate the maintenance schedule for all of the required locations.

3. Tasks and Asset Types: Add the tasks to be performed and associated assets types which require preventative maintenance on a regular basis. The tasks and the assets (of the specified asset type) in that location will be prefilled in the new jobs created by the maintenance schedule.

Once you have finished adding all of the tasks and the asset types, save the configuration.

Within this one maintenance schedule, you can add multiple schedule frequencies each aimed at creating jobs with different set of tasks on different asset types.

For example, we will create another schedule frequency to create planned job per asset.

Once the frequencies are added, the maintenance schedule is ready.

In the final step, you can set the guidelines for the maintenance schedule to follow when creating jobs, as discussed in the next section.

Setting the guidelines for creating planned jobs

Specify when and in what way do you want the maintenance schedule to create the planned jobs.

If you choose to merge jobs using the Merge jobs scheduled for option, multiple jobs will be merged into one job if they occur within the specified merging window. This assists enormously with minimising unnecessary repeat visits to a location.

The maintenance schedule is now ready to be applied to appropriate locations.

Applying the maintenance schedule to one or more locations

STEP 7 On the MAINTENANCE SCHEDULE page, you will find the new maintenance schedule displayed in the list of all the available maintenance schedules.

To specify the locations where the new maintenance schedule will apply, just select the counter under the LOCATIONS column.

STEP 8 Choose the appropriate locations with the consideration that the assets present in those locations belong to the same asset types as specified in the Schedule frequencies section in the maintenance schedule.

NOTE: Assets are automatically added to any applicable schedules when they are created or modified, so even if there are no assets of a particular type at a location now, jobs will be created when they are added in future.

Once the locations are selected, the counter against the maintenance schedule will increment for every new geographic location (where the selected site/building/floor/room is located).

You can view more information about the summary of the participating assets in the location and also set the job details for the upcoming scheduled jobs right from under Job Options.

Activating the maintenance schedule location

STEP 9 Activating is the final step to start receiving new jobs on the scheduled dates.

Option 1 You can activate the maintenance schedule on the location from the summary view:

Option 2 Or directly on the location:

Upon activation, you will find a new set of information on the maintenance schedule summary - a preview of all the job events created/to be created for the different frequency configurations in the maintenance schedule.

Moving and Skipping a Job Event

The series of job events provide you the flexibility to control the occurrence of a specific job event through the Move or Skip option on that event.

That completes the creation, configuration and setting up of maintenance schedules.

Now, as the new jobs are generated, you only have to set the appointment date.The jobs are then ready to dispatch.

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