Purpose Statement

The purpose of this article is to demonstrate how to set up Preventative Maintenance (PM) for Locations. Preventative Maintenance automates recurring work orders to support station and facility upkeep using time-based and/or trigger-based schedules.

Background Information

Preventative Maintenance for Locations automatically generates work orders using:

• A scheduled timeframe (date-based cadence)

• A triggering event (when available in your configuration)

• An optional OR condition to trigger on whichever occurs first

Common use cases include station inspections, alarm system checks, generator testing, HVAC filter changes, and recurring facility maintenance tasks.

Prerequisites:

• Location records exist in Assets

• Work Order Boards and Work Order Types are configured

Required Permissions

To complete this process, users typically need:

• Assets: Setup (view/edit)

• Preventative Maintenance: Create/Edit

• Work Orders: View (Create/Edit recommended)

These permissions are typically assigned to admin, data-manager, or supervisor roles.

Video

Step-by-Step Guide

Step 1: Access Preventative Maintenance

There are two places to add Preventative Maintenance (PM) for Locations:

      

      2. Go to Assets → Preventative Maintenance (main PM area)

Step 2: Add a New Maintenance Schedule

1. From either of the entry points above, click Add Maintenance (as shown above).
   
   

Step 3: Select the Locations Tab

1. In the Add Maintenance window, select the Locations tab.

Step 4: Choose How the PM Will Trigger

Preventative Maintenance work orders for Locations can only be set to Scheduled (a time-based cadence).

Step 7: Select the Work Order Type

1. In the Work Order dropdown, select the work order type that should be generated.

This dropdown is populated from existing Work Order Types created on Work Order Boards. For more information, reference Work Order Boards Setup: Creating a New Work Order Board.

Step 8: Select the Location(s)

1. In the Location selector, choose the station/location(s) this PM should apply to.

You can select more than one location if needed.

Step 9: Save the Preventative Maintenance

1. Click Save.

The PM will now automatically generate work orders based on your configured schedule (for example: every quarter, every month, or a combined condition if enabled).

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.