Preventive Maintenance Schedules in FieldEx allow businesses to proactively manage servicing routines across critical assets. Instead of relying on manual tracking, you can set up recurring schedules, automated reminders, and notifications that ensure maintenance is never missed. This functionality helps extend asset life, reduce emergency breakdowns, and keep operations running smoothly.
Setting Up Preventive Maintenance Schedules
Path: Settings > Modules > Preventive Maintenance > Configuration > New
1. Fill in Template Details
Name your schedule clearly: “Quarterly Equipment Inspection”, “Monthly Generator Check”, etc.
Enable Send Reminder to notify teams automatically
Best Practice: Use naming conventions like “Monthly HVAC Service” to make plans easily identifiable. |
2. Configure Reminder Recipients
Choose who should be notified about upcoming maintenance tasks.
Go to the Reminder Recipient section
Select users or roles like Field Technician, Maintenance Team
3. Set Up Reminder Timeframes
Determine how far in advance reminders should be sent and how often follow-ups or overdue alerts should appear.
Send Initial Reminder: Specify how many days before the due date the first alert should be sent (e.g., 3 days).
Follow-Up Reminder: Add another alert closer to the due date (e.g., 1 day before).
Overdue Reminder: Trigger a post-deadline reminder (e.g., 1 day after the due date).
Why This Matters: These reminders act as fail-safes, ensuring maintenance activities remain visible and prioritized even if the first alert is missed. |
4. Save the Preventive Maintenance Schedule
Review all input details
Click Save to activate the schedule
Once saved, the schedule will automatically begin triggering maintenance jobs based on the defined timing and notification settings.
Configuring Maintenance Frequencies
Path: Settings > Modules > Preventive Maintenance > Open Schedule > Frequency Tab > New
1. Fill in Frequency Details
Complete the required fields in the Frequency Details section:
Name: Label the frequency clearly (e.g., “Monthly Filter Cleaning”).
Order: Determines the priority if multiple frequencies are used (1 = weekly, 2 = monthly).
User Group: Assign a department or team responsible for this frequency (e.g., “Technicians - Zone A”).
Frequency Type: Choose the unit (Day, Week, Month, or Year).
Number of Frequency: Define the interval (e.g., every 3 months, every 1 week).
Tip: Use names like “Quarterly Descaling” or “6-Month Overhaul” for easier reporting and reference. |
2. Configure Job Order Details
Under Job Order Details, define how the job is triggered.
Job Order Type: Select the template used to create job orders for this frequency (e.g., “Routine Service”).
Auto-Generate Job Order: Enable this option to automatically create job orders when the frequency is due.
Ignore Weekends: Skip weekends when scheduling job orders.
Ignore Public Holidays: Avoid generating job orders on non-working days.
Why This Matters: Automating PM jobs eliminates planning delays while honoring your team's realistic working hours. |
3. Save the Frequency
Click Save to activate the frequency in the schedule
Once saved, the frequency becomes active under the maintenance plan and will begin triggering jobs based on the configured intervals.
Linking Spare Parts to Maintenance Schedules
Path: Settings > Modules > Preventive Maintenance > Open Schedule > Frequency Tab > Open Frequency > Parts Tab > New
Why This Matters: Adding parts here means they’re automatically included every time the job order is generated so no manual steps needed. |
1. Add Spare Part Details
In the Spare Part Details section, define the parts required for this maintenance frequency.
Spare Part: Use the search field to select the correct part from your inventory (e.g., Oil Filter, Gasket, Air Vent).
Qty: Enter the quantity needed for each job cycle (e.g., 2 filters, 1 seal ring).
Example: If your quarterly inspection requires 2 filters and 1 seal ring, select each item and input the quantities accordingly. These items will be included in job orders automatically when the frequency is triggered. |
2. Save the Configuration
Click Save to finalize part assignment
Repeat for any additional parts needed
Once saved, each maintenance job triggered under this frequency will include the defined spare parts automatically in its job order.