The preventative maintenance module allows for users to create procedures and schedules to ensure their building equipment continues to operate at a high standard.
You may start here by going to the PM Admin tab, which may go by a different name depending on your building. This tab contains the menus that allow you to create Procedures, pieces of Equipment, and Schedules.
As a note, if you are a property administrator, in the Property Settings menu, you can create Task Types, allowing you to designate tasks as Preventative Maintenance, Inspections, or any other category.
Location of Preventative Maintenance task types in the Property Settings
Procedures
To start, locate the Preventative Maintenance Administration section within your hub menu. It may have a name like "PM: Admin" or something similar.
Begin adding a preventative maintenance procedure by navigating to the Procedures tab in the dropdown menu.
Select +Add.
Enter the name and estimated labor time of the procedure.
Begin adding Sections and Steps relevant to the maintenance procedure. Sections are the larger categories of a procedure that contain steps. These steps will serve as a checklist for when an employee ultimately performs the maintenance according to the schedule.
Example section and steps
Every Step can take the form of one of four types of input to be completed by the end user. Those types are:
Checkbox - The standard step type, this type allows the user to simply click the box to complete the step
Text Input - This step requires the user to fill in any alphanumeric sequence to complete the step. This is ideal for notes or readings which require a number.
Dropdown - This step allows you to create a list of dropdown menu items for the user to choose. An example of this is conditions or a yes/no question. For this option, you will also see a box called Multi Select. If checked, this will allow the user to select multiple items from the dropdown list.
File Upload - This step requires the end user to upload a photo, video, or other file to complete the step. If you are using the mobile site, this step will ask for camera access to allow the user to take a picture and upload it.
When finished, select Create to finalize the preventative maintenance procedure. The procedure will now be available to select when creating a schedule.
Schedules
Schedules establish the cadence with which PM tasks and Inspections are generated, allowing you to notify an employee when they fire off to ensure tasks are completed in a timely fashion.
Select +Add at the top right of the page to begin creating a schedule.
The details that need to be filled in are:
Building - If your property contains several buildings, you may have to select which one this task applies to
Name - The name you will give your task. This will be seen by whoever it is assigned to, so ensure the task is descriptive.
Notes (Optional) - Any details you want to include
Task Type - What kind of task is this? If you created an Inspection type, it may be selected here.
Procedures - Which procedure will be applied to this task? This will determine which steps the assigned employee will follow.
Assigned To - Which employee must complete this task? They will be notified via email and/or SMS, depending on which notifications are enabled.
Attachments (Optional) - You may add any pictures or other documents here if desired.
Select Next when finished.
The next section is for any Equipment that is relevant to your task, if applicable. Use the search function or filter by category to quickly find a piece of equipment. You will also see the option to create separate tasks for each piece of selected equipment. This means that the schedule template will generate an individual PM task with procedures for every piece of equipment that you include.
You can select any equipment necessary, or simply skip to Next.
The last step is to specify a schedule for your preventative maintenance task. Select between different frequencies, including Daily, Weekly, Monthly, or Yearly.
Choose an end date, start date, and timezone. When finished, select Save to finalize the preventative maintenance schedule. Preventative maintenance tasks will now be generated per your parameters.
The task will auto-generate on the day and time you specify. However, once the schedule is created, you can also force an instant generation by going to the schedule in the Schedules menu of the dropdown, then going to the three dots in the upper-right corner, then selecting Generate Now from the menu options. You can also use this menu to pause the auto-generation of tasks, as well as skip to the next available date.
