V4 - Maintenance Schedule

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.

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?

How to create a new maintenance event?

Click on Maintenance Schedule in the left menu bar.

Press the New button on the right end of your screen.

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.

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.

b. If you choose private lot, you would be asked to pick from the lots in your property.

c. If you choose common non-asset, you would be asked to choose contractor(s) only.

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 have the option to create a new one.

See how to create a new asset and how to create a new contractor.

For more information on the process of adding new Assets and Contractors visit V4 - Assets & V4 -Contractors

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.

Attachments can be added on the right-hand side panel. Types of attachments include photos and documents. To add an attachment, you can browse to the file, or you can drag and drop the file onto this widget. Then press Save to finish.

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.

How to search and edit a maintenance event?

Click on Maintenance Schedule in the left menu bar. A table appears showing the list of active maintenance events by default. You can switch between active events, completed events and overdue maintenance items. Remember that overdue are individual maintenance items, not summary events.

You can also sort the list by Subject, Start and End dates and Recurrence (Frequency) by using the tiny upward and downward arrow heads Image Placeholder

in the column labels.

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.

Click on a row to view details. When you click a maintenance item, the system opens its parent event. Press Edit button to open edit mode and update the details. Press Save to finish.

Image Placeholder

How to add or remove attachments to a maintenance event?

After opening the event, click the + button at the right corner of the attachments panel.

A widget will appear showing the list of attachments of your selected type, showing a Trash icon next to each file already uploaded. 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.

On pressing the Trash icon, a dialog will appear asking for confirmation. Press Confirm to confirm removal.

How to export maintenance schedule?

Tick the checkbox at the left of the event or you can tick the checkbox at the left of the Subject Column to choose all events.

Find and click the Export button Image Placeholder

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.

Image Placeholder

How to delete a maintenance event?

Tick the checkbox at the left of the item you want to delete then click the Trash icon Image Placeholder

A dialog will appear asking for your confirmation.

When you delete a maintenance event, all maintenance items under that event are deleted. Due care must be exercised before deleting an event.

Knowledge Base