1.1.1 Introduction – What is maintenance schedule?
The maintenance schedule manages the preventative/programmed maintenance at your site and typically tracks repetitive tasks ranging from gardening, cleaning to assets’ maintenance and servicing. Basically any task that is required to be done repetitively on the site can be managed through maintenance schedule.
1.1.2 What is the difference between a maintenance event and maintenance item?
A single occurrence of maintenance event is called a maintenance item. In other words, a maintenance event is comprised of one or more than one maintenance items. Creating a maintenance event can mean creation of potentially unlimited number of items, depending on the frequency of the event and on the event start and end dates. How to add a maintenance event?
1.1.3 How to create a new maintenance event?
1. Click on Maintenance Schedule in the left menu bar.
2. Press the New button on the right end of your screen.
3. In the Case Information section, mention the event start date, end date and frequency. The system provides 12 options for frequency ranging from Daily up to 5 years.
4. In the Asset Information section, you can select job areas from common assets, common non-assets and private lot.
a. If you select common asset, you would be asked to choose asset(s) and contractor(s). You can use the Category filter for narrowing down the assets to be selected.
a. If you choose common non-asset, you would be asked to choose contractor(s) only.
b. If you choose private lot, you would be asked to pick from the lots in your property.
5. You can select more than one asset, contractor or apartment for the same event. If you do not find the asset or the contractor in the list, you can add them on the fly using the ‘+’ buttons. See How to create a new asset and How to create a new contractor for details.
6. In the Job Information section, enter job subject and description. There is no limit on the length of description but we suggest that you avoid pasting fancy text with graphics because that can sometimes affect your reports.
7. Attachments can be added on the left hand side panel. Types of attachments include photos and documents. To add an attachment, click the ‘+’ button to open file upload widget. You can browse to the file or you can drag and drop the file onto this widget. After you are done choosing the files, press ‘Add’ to upload the files. The documents can be Word, PDF or Excel files but not any image files such as JPG, JPEG, PNG etc.
8. Press Save to finish.
9. When you save an event, the system populates the calendar with all occurrences of the new maintenance. Individual maintenance items can be viewed and edited in the calendar. See How to view or edit a maintenance item in the calendar for details.
1.1.4 How to search and edit a maintenance event?
1. Click on Maintenance Schedule in the left menu bar. A table appears showing the list of active maintenance events by default.
2. You can switch between active events, completed events and overdue maintenance items using the filter button at the top left. Remember that overdue are individual maintenance items, not summary events.
3. You can also sort the list by Subject, Start and End dates and Recurrence (Frequency) by using the tiny upward and downward arrow heads in the column labels.
4. Search for your desired event/item using the search box on the top right. You can search maintenance events by subject and overdue items by subject, contractor and asset names.
5. Click on a row to view details. When you click a maintenance item, the system opens its parent event.
6. Press Edit button to open edit mode and update the details.
7. Press Save to finish.
1.1.5 How to add or remove attachments to a maintenance event?
1. After opening the event, click the + button at the top right corner of the attachments panel.
2. Click on the respective menu item displaying the types of attachment(s) you want to remove.
3. A widget will appear showing the list of attachments of your selected type, showing a Trash icon next to each file already uploaded. On pressing the Trash icon, a dialog will appear asking for confirmation. Press Okay to confirm removal.
4. You can use the same widget to add new attachments. You can browse to the file or you can drag and drop the file onto this widget. After you are done choosing the files, press ‘Add’ to upload the files.
1.1.6 How to export maintenance schedule?
1. Click on Maintenance Schedule in left menu bar to open the list of maintenance events.
2. Find and click the X button. A popup window would appear.
3. Pick the start date and end date for which you want to export the maintenance.
4. Press the export button.
5. A color coded MS Excel worksheet will download into your default download folder. Open the file to view all maintenance items for your site during the specified period.
1.1.7 How to delete a maintenance event?
1. Click on Maintenance Schedule menu item on the left to view the list of maintenance events.
2. Find your desired maintenance event (see How to search and edit a maintenance event).
3. Tick the checkbox at the left of the item you want to delete.
4. A Trash button will appear at the top left next to the filter selector. Click on this button.
5. A dialog will appear asking for your confirmation. Press OK to confirm.
6. When you delete a maintenance event, all maintenance items under that event are deleted. Due care must be exercised before deleting an event.