How do I manage my planned preventative maintenance?

Create templates for planned works and manage individual schedules.

Create a Planned Work Template

It's worth noting, users will need to have Planned Work Template manage permissions to create new templates

- To get started with managing your planned work, you first need to create a template with the relevant details of the work and which locations you'd like this template to apply to

- To do this, head to Settings and select Planned Work Templates

- From here, you will see a list of any existing templates, and the option to create a new template via the blue button in the top right

- To create a new template, you will need to complete the following three sections:

Details

This section captures the details of the work that needs to be done, from whether it's compliance work, the description, any associated tasks, the service type and the type of work order that needs to be created from this template

If you do not see the relevant Work Order Request Type in the drop down within this section, please head to the Settings area and selected Service Types. From here, find the relevant service type, select the Work Order Request Type and make sure 'Usable for Planned Work?' is selected.

Locations

For this section, you can select the relevant locations where you want your template to create schedules for
The filters on the right help to narrow down search results, and there is the option to select all results or clear your selection if you wish to start again
You can see the location count within the summary table at the top of the page

Scheduling

Within this section, you can set how regularly you want your template to spawn work orders
The View Period refers to the amount of days prior to a due date that the work order should be created
The Action Period refers to the amount of days prior to the due date that a work order can be actioned
For weekly schedules, you are able to select which days you would like work orders to spawn by toggling on the 'Due on Specific Days' field

If you do not toggle on 'Are these schedules active?', the template will not spawn work orders

Once you have created your template, you will need to input the relevant missing fields highlighted in yellow to indicate there is data missing on the schedules created, such as the service and the next scheduled date

Amend Individual Schedules

- Once a template has been created, it will create schedules for all the locations you have selected

- Schedules hold the more granular details of the work, such as the service details and costs

- Once you have selected a schedule, you will see a side pane appear with the following tabs: Service & Scheduling, Costs, Details, Tasks, Assets, Work Orders and Activity

- Make your way through each tab ensuring the details are correct and that you hit Save once you are happy with all the fields

Amend a Template

- Sometimes you may wish to amend a template, for example to add more locations or different tasks

- To do this, select the template from the index and select Edit Template in the top right