How to Create a Maintenance Schedule
Learn how to create a maintenance schedule to streamline the upkeep of important assets and warranties.
Maintenance schedule is simply your preventive maintenance plan for the building. It involves regular servicing, repairs or maintenance of the building assets, equipments and facilities to ensure that everything operates safely and efficiently.
How to Create a Maintenance Schedule
Step by Step Walkthrough
Step 1: Navigate to the Building Manager Web Portal dashboard.
Step 2: Select Maintenance Schedule in the top right corner. A form will open with three sections. Event Information, Asset Information and Job Information
Step 3: Click "New" to create a new Maintenance Schedule in the top right corner. A form will open with three sections: Event Information, Asset Information, and Job Information
💡 Maintenance Schedule is for planned, repeating preventative tasks. Cases are for one-off reactive jobs.
Step 4: Fill in the event information. This is what controls scheduling including start/end dates, recurrence frequency, and email reminders.
Start Date
→ Select when the first maintenance occurrence takes place.
End Date / Never Expire
→ Tick "Never expire" to run indefinitely, or set an end date to stop automatically.
Frequency
→ Select the desired frequency. A maintenance event will be created at your selected frequency.
Email Notifications
→ Tick to enable. Choose from: 1 day, 1 week, 2 weeks, or 1 month before. For quarterly visits, 1 month before is recommended.
💡 Email notifications go to contacts assigned to the event. Make sure contractor contact details are up to date before setting this up.
Step 5: Attach the Asset and assign the contractor. If you have already set up all your assets beforehand (highly recommended) you can easily select the asset and the preferred contractor will be connected. You can also add other contractors or create an asset from this menu
Job Area
→ Select Asset (default), Private Lot, or NA depending on what's being maintained.
Category
→ Filter the asset list by type (e.g. Mechanical, Electrical, Fire Safety).
Assets
→ Click to select. Multiple assets can be attached to one event. Use "+ add new" to create an asset on the spot.
Contractor
→ Auto-populates from the asset record. Add alternate contacts via the Contacts field if needed.
❗If the wrong contractor is auto-populating, check and update the asset record under Building → Assets
Step 6: Fill in the Job Information. This is sent directly to the contractor so it is recommended to be as specific as possible.
Step 7: Add photos and/or documents by clicking the blue upload box.
Example documents can include
- Photos → before service photos or reference images for the contractor
- Documents → service agreements, checklist, compliance certificates, or maintenance manuals.
Step 8: Press Save to finalise the maintenance schedule.