Purpose Statement
The purpose of this article is to guide users through configuring Preventative Maintenance (PM) cycles for locations. PM automates recurring work orders to support station and facility upkeep, ensuring routine maintenance is completed on schedule and reducing manual tracking.
Background Information
Preventative Maintenance (PM) for locations enables automated work order generation using:
- Scheduled cadence only (date/time-based intervals)
This functionality is commonly used for:
- Station and facility inspections
- Alarm and life safety system checks
- Generator and backup power testing
- HVAC maintenance (e.g., filter changes)
- Recurring building maintenance tasks
Prerequisites:
- Location records must exist in Assets
- Work Order Boards and Work Order Types must be configured
Required Permissions
To configure Preventative Maintenance, users typically need:
- Assets: Setup (view/edit)
- Preventative Maintenance: Create/Edit
- Work Orders: View (Create/Edit recommended)
Video
Step-by-Step Guide
Step 1: Access Preventative Maintenance
You can create Preventative Maintenance schedules from two locations:
From Setup
- Navigate to Assets → Setup → Preventative Maintenance tab
From Preventative Maintenance
- Navigate to Assets → Preventative Maintenance
Step 2: Add a New Maintenance Schedule
- Click Add Maintenance from either entry point
Step 3: Select the Locations Tab
- In the Add Maintenance window, select the Locations tab
Step 4: Configure the Schedule
- Select the desired timeframe cadence (e.g., every 30 days, quarterly, annually)
- Define any additional scheduling parameters as applicable
Important Note:
A Custom Timeframe requires the entry of a specific frequency in either days, weeks, months, or years. A One Time maintenance requires the entry of a date and time the one time schedule to trigger.
Custom Timeframe
One Time Maintenance
Step 5: Select the Work Order Type
- Choose a Work Order Type from the dropdown
Tip:
Work Order Types are pulled from configured Work Order Boards. Ensure they are properly set up before creating PM schedules.
Step 6: Select Location(s)
- Select one or more locations this PM schedule should apply to
Info:
Multiple locations can be assigned to a single PM schedule.
Step 7: Save the Preventative Maintenance
- Click Save
The system will now automatically generate recurring work orders based on the defined schedule.
Best Practices
- Use scheduled PMs for inspections, compliance checks, and recurring facility routines
- Standardize Work Order Types for facility maintenance reporting
- Review location PM schedules annually or after major station projects
- Avoid duplicating PM schedules for the same location unless intentionally layered
Troubleshooting & FAQs
I don’t see a triggered option for Locations. Is something wrong?
Not necessarily. Some accounts only support scheduled PMs for Locations. Use timeframe-based scheduling.
PM isn’t generating a work order. What should I check?
- Confirm the PM was saved successfully
- Verify the condition values are valid
- Ensure a Work Order Type is selected
- Confirm the location is selected and active
Can I apply one PM to multiple locations?
Yes. You can select multiple locations in Step 8.