PM schedules & templates

Recurring maintenance that runs itself - schedules that generate work orders on a rhythm, and templates that make programs repeatable.

Preventive maintenance is the highest-leverage habit in the CMMS: a schedule defined once generates correctly-formed work orders forever, and nobody has to remember anything.

PM schedules

A PM schedule says: do this work, on these things, at this rhythm. Each schedule carries:

• Association - any mix of assets, locations (facility rounds), systems (a system-level PM like "Refrigeration Monthly Inspection" covers every asset under that system in one recurring work order), or infrastructure features (recurring programs on linear assets - flushing, sweeping, CCTV)
• Frequency - daily, weekly, monthly, quarterly, semi-annual, annual, five-yearly, or a custom interval in weeks
• Work details - title, description, category, priority, default assignee
• Form - optionally a form template, so every generated work order carries the inspection checklist

When the schedule fires, a normal work order appears in the queue - same views, same completion flow, same cost posting. Completion history stays linked to the schedule, so "have we actually been doing the quarterly?" is answerable in one click.

Rolling vs. fixed

Every schedule has a scheduling mode - the core decision about how the next due date computes:

• Rolling (the default) - the next due date counts from the last completion. Complete the quarterly two weeks late and the next one lands a full quarter after the day it was actually done. Best for condition-driven work where the interval between services is what matters.
• Fixed - due dates align to an anchor date pattern regardless of when the last one closed. The January inspection is due in January even if December's ran late. Best for calendar obligations - certificates, seasonal work, anything an auditor checks against a calendar.

Two refinements apply to either mode: business days only skips weekends when computing due dates, and lead time (in days) generates the work order ahead of the due date so it can be planned rather than discovered.

Infrastructure PM

A schedule can target infrastructure features - a specific watermain segment, a hydrant, a stretch of sidewalk, or a whole round of them - and then generates work orders on its rhythm exactly as a facility PM does. Pick as many features as one round of work covers: the schedule generates one work order per cycle covering all of them, the way a multi-asset schedule does. The association step is the same one the work order form uses: pick Infrastructure, narrow by network, zone and feature type, then pick the feature. Infrastructure targets carry no site or building, so those fields drop out of the step.

The Infrastructure option appears when the module is enabled and your workspace covers infrastructure. Members scoped to facilities only never see it; members scoped to infrastructure only see nothing else.

The schedules page

Maintenance offers four views - table, cards, calendar, and split (list beside calendar). Multi-select supports bulk activate and pause, and any schedule can be duplicated - the copy starts inactive so you can adjust it before it generates anything.

Organizations running both facilities and infrastructure get a Facilities / Infrastructure / Shared switch beside the page's buttons, the same one the work order queue carries. The page opens on Shared, which lists every schedule. Facilities or Infrastructure lists only that workspace's schedules and swaps the filter panel to match: Facilities keeps site, building, location and system filters, while Infrastructure brings network, feature class, feature type and condition band, plus status and assignee - the same panel infrastructure-only teams already see. The choice persists per device and is independent of the work order queue's, so you can filter work orders by network while reading facility schedules. Search and work category apply on both sides.

PM templates

A PM template is a reusable definition - the manufacturer's recommended service for a compressor type, your standard arena ice-plant rounds - not bound to any asset. Seed new schedules from a template and the details come pre-filled; attach a form to the template and every schedule created from it inherits the checklist.

Templates are how multi-site organizations keep programs consistent: define "Monthly Generator Run Test" once, instantiate it at every site.

The guided creator

Maintenance → New offers a guided flow that walks through association, frequency, and work details - the fastest way to stand up your first dozen schedules.

Scheduling advice

1. Start with what has a legal or warranty clock - life-safety inspections, elevator/boiler certificates (compliance tracks the paperwork side), warranty-mandated service.
2. Ride condition along. One condition question on each PM form and your assessment history builds itself.
3. Watch PM compliance on the dashboard - the percentage of PM work orders completed on time is the single best leading indicator of a maintenance program's health.
4. Prune annually. A PM that never finds anything and protects nothing critical is stealing wrench time from one that matters.

Calendar integration

The calendar view on the schedules page shows the whole month, not just each schedule's next due date. An active schedule repeats across the month on its frequency - the next occurrence in its own status colour, projected repeats in blue. Past days show what actually happened: completed PM work orders sit greyed with a check on the day they closed, and a generated work order that was never closed shows in red on the day it was due. Clicking a completed or overdue occurrence opens that work order; projected occurrences open the schedule.

Export at the top of the schedules page downloads the schedules the list is showing as a CSV file. Schedules can also export to iCal/Google Calendar so shared shop calendars stay current without copy-typing.