Purpose Statement
The purpose of this article is to guide users through configuring Preventative Maintenance (PM) cycles for equipment. PM automates recurring work orders based on time and/or usage, improving equipment readiness, reducing unexpected failures, and minimizing manual tracking.
Background Information
Preventative Maintenance (PM) for equipment enables automated work order generation using:
- Scheduled cadence (date/time-based intervals)
- Usage-based triggers using Equipment Hours
- Combined logic (OR condition) to trigger based on whichever occurs first
For equipment, the only available triggered maintenance type is Equipment Hours. Because of this, if you add a second condition, it must be a different maintenance type. In practice, this means users can combine:
- Scheduled + Equipment Hours
- Equipment Hours + Scheduled
A setup using Equipment Hours + Equipment Hours is not allowed.
This functionality is commonly used for:
- Routine inspections
- Equipment calibration schedules
- Usage-based servicing for high-use or critical equipment
- Preventative servicing aligned with manufacturer recommendations
Prerequisites:
- Equipment 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 three locations:
- Navigate to Assets → Setup → Preventative Maintenance tab
- Navigate to Assets → Preventative Maintenance
- Go to Assets → Equipment List → Open an equipment record → Preventative Maintenance tab
From Assets Setup
From Preventative Maintenance
From an Equipment Record
Step 2: Add a New Maintenance Schedule
- Click Add Maintenance from any of the entry points above
Step 3: Select the Equipment Tab
- In the Add Maintenance window, select the Equipment tab
Important Note:
If accessing PM from within an equipment record, the asset type will already be pre-selected.
Step 4: Choose the Trigger Type
Determine how the PM will generate work orders:
- Scheduled: Time-based interval (e.g., monthly, quarterly)
- Triggered: Based on Equipment Hours
- Combined (OR condition): Triggers when either condition is met first
Single Maintenance Type
Multiple Maintenance Types
Step 5: Configure the Primary Condition
Choose one of the following:
Scheduled
- Define the recurrence interval (e.g., daily, monthly, quarterly)
- Custom Timeframe requires the entry of a defined frequency in either days, weeks, months, or years
- One Time requires the entry of a date and time for the one time maintenance to trigger
Triggered
Equipment Hours: Enter a Value (required usage threshold)
Important Note:
A value must be entered when using Equipment Hours or the PM cannot be saved.
Step 6: (Optional) Add an OR Condition
Use Add condition to define a secondary trigger so the PM generates a work order based on whichever condition occurs first.
- Click Add condition
- Select the second maintenance type
- Configure the required value or cadence
Supported combinations:
- Scheduled + Equipment Hours
- Equipment Hours + Scheduled
Not allowed:
- Scheduled + Scheduled - one scheduled timeframe will always occur first, voiding the secondary Scheduled type
- Equipment Hours + Equipment Hours - one hours interval will always occur first, voiding the secondary Triggered type
Warning:
When the asset type is Equipment, the second maintenance type must be different. Since Equipment Hours is the only available triggered option for equipment, selecting it for both conditions will result in an error.
Important Note:
PM conditions are calculated based on:
- The current date
- The current Equipment Hours value at the time of setup
If modifying an existing PM cycle, follow your PM cycle update process to avoid unintended schedule shifts.
Step 7: Select the Work Order Type
Choose a Work Order Type from the dropdown.
Tip:
Step 8: Select Equipment
Select one or more equipment items this PM schedule should apply to.
Important Note:
Multiple equipment items can be assigned to a single PM schedule.
Step 9: Add Notes (Work Order Description)
Enter details in the Notes field.
Important Note:
The information entered here becomes the Description on the generated Work Order. This should clearly outline what maintenance needs to be completed, including:
- Required tasks or checklist items
- Tools or parts needed
- Safety considerations
- Any department-specific instructions
Providing detailed notes ensures maintenance personnel understand exactly what work is required when the PM is triggered.
Step 10: Save the Preventative Maintenance
Click Save.
The system will now automatically generate work orders based on your defined schedule, such as every 15 equipment hours or every 3 months, whichever occurs first.
Best Practices
- Use combined conditions (Scheduled + Equipment Hours) for high-use or critical equipment
- Align PM schedules with manufacturer recommendations and actual operational usage
- Always include clear, actionable Notes to improve maintenance execution
- Standardize Work Order Types to improve reporting and consistency
- Avoid overlapping PM schedules unless intentionally layering maintenance cycles
- Review PM schedules after major equipment changes, repairs, or reassignment
Troubleshooting & FAQs
Why am I getting an error when I select Equipment Hours for both conditions?
For equipment, the second maintenance type must be different. Since Equipment Hours is the only available triggered option, you cannot use Equipment Hours for both conditions.
PM is not generating a work order. What should I check?
- Confirm the PM schedule was saved successfully
- Verify trigger conditions and values are valid
- Ensure a Work Order Type is selected
- Confirm the equipment is selected and active
Can I apply one PM schedule to multiple equipment items?
Yes. Multiple equipment items can be selected during setup.
Can I modify a PM schedule after creation?
Yes. Update the schedule using your PM cycle modification process to avoid disruption.
Why is the work order missing details?
If the Notes field was left blank, the generated Work Order will not include a detailed description. Always populate Notes during setup.