Preventive Maintenance for Commercial Admins

Preventive Maintenance Configuration

Creating preventive maintenance tasks sends automatic task reminders to your maintenance staff in their work order module. In this article, you will learn how to:

• Add Preventive Maintenance Tasks
• Edit an Existing Task Template
• View Status Update Details and Execution Logs for Preventive Maintenance Tasks
• Download Preventive Maintenance Reports

Pro tip: Before creating your Preventive Maintenance Tasks, please make sure you have added the location and equipment your task will need to be completed in, in the Locations and Equipment module of work orders. Check out these articles for more information: How to Add Work Order Locations for Commercial Admins and Work Order Equipment for Commercial Admins.

Adding Preventive Maintenance Tasks

There are two ways to add Preventive Maintenance Tasks:

1. Individually
2. Import via CSV/Excel

1.  Individually Add Preventive Maintenance Tasks

Step 1

Upon logging into the Admin Portal, select Operations from the left menu. Then select Preventive Maintenance.

Step 2 

Select Add PM Task Template from the top right corner. 

Step 3

Enter the Preventive Maintenance Task details and select Submit.

• Title: Name of the task to be completed.
  
• Equipment: Equipment task is to be completed on.
  
• Assigned To: Who is responsible for completing the task.
  
• Occurrence: How often does this task need to be completed? Daily, Weekly, Bi-Weekly, Monthly, Bi-Monthly, Quarterly, Tri-Annually, Semi-Annual, Annually, Every 2, 3, 4, 5 years
  
• Approximate Time to Complete (hours): Time it will take to complete the task.
  
• Complete in (days): How long staff member has to complete the task. 
• Tenant:Tenant the task is associated with. If general, use 0000.
  
• Location: Location of the Preventive Maintenance Task.
• Status: Options are Start and Stop.
• Next Date: First date the task should be sent to staff and occurrence selected above will be based on.
• Is Critical Task: Select the checkbox if this is a critical task.
• Description: High-level description of what needs to be completed in the task.
  
• Steps: As many steps as needed to complete task.
  
• Meter Readings: If applicable, allows you to open free-form fields where staff can insert the required number of meter readings when completing the task. If left empty, no meter reading fields will appear on the task.

The Preventive Maintenance Task will now be sent to your staff at the designated date and will remain in their work order module until completed. 

2.  Option Two: Bulk Upload

Step 1

Select Operations from the left menu. Then select Preventive Maintenance.

Step 2 

Select More from the top right corner. Then select Import from CSV.

Pro Tip: Download the CSV sample first to ensure you are submitting the correct information in the correct format.

Step 3 

Select the CSV/Excel spreadsheet you would like to import. 

 

 

The Preventive Maintenance Task will now be sent to your staff at the designated date and will remain in their work order module until completed.

 

Edit an Existing Task Template

Step 1

Select Operations from the left menu, then select Preventive Maintenance.

Step 2 

Select the three action dots to the right of the task template you wish to edit and select Edit Task Template.

Step 3

Make all needed edits and select Submit.

View Status Update Details and Execution Logs for Preventive Maintenance Tasks

Step 1

Select Operations from the left menu, then select Preventive Maintenance.

Step 2

Select Settings from the top menu.

Step 3

View Status Report at the top of the screen and download execution logs in the bottom half of the screen. 

How to Download Preventive Maintenance Reports

Step 1

Select Operations from the left menu, then select Work Orders.

Step 2

Select Tasks from the top menu, then select Filters.

Step 3

Select Task Priority, then select Preventative Maintenance and Apply filters.

Step 4

 To download the Preventative Maintenance tasks you've filtered select Export as a CSV.