Overview

Preventative maintenance lets you plan when major components on your assets should be serviced or replaced.

• Customise the preventative maintenance plan for an asset to indicate the relevant components, the intervals for which each component should be serviced or replaced, the required part (or parts group), and the checklist that should accompany the maintenance service.
• You can be prompted when preventative maintenance services are due using the Services Due By Date and Services Due By Kms lists.
• When preventative maintenance services are completed, the system automatically updates the components' status and calculates the next due date or kilometers based on the completed service.
• Manually override the due date or due kms to either initialise a component or to take into consideration changes in the operation of the asset.

Prerequisites

• Set up **Component Types** (required).

Setting up an asset for preventative maintenance

When an asset is created, its list of components is defaulted from the master list of component types. However, this can be customised to define each asset's specific components and intervals.

This customisation is done on an asset’s Preventative Maintenance page. To maintain this:

1. Select an asset, navigate to the Servicing Tab, and select Preventative Maintenance.

2. On the Preventative Maintenance page, click the edit button ✏ at the top of the page.

3. To remove a component that doesn’t relate to this asset, click the delete icon 🗑️

   ❕Note: You can revert this action by using the ↺ button before submitting.

4. To add a component from the master list, click + Add Component

   ❕Note: Components can only be added once, so those already added will appear greyed out.

5. Customise the servicing interval by updating the Interval Days, Interval Kms or both as needed.

6. Click Submit to save your changes.

Setting initial due dates or kilometers

Use the Override Service Date and Override Service Kms to set a starting point for a component’s maintenance schedule. When services are completed, the system updates the Last Serviced Date and Last Serviced Kms fields and calculates when the next service is due based on the entered intervals.

Defining parts and checklists for when preventative maintenance services are scheduled

When a preventative maintenance service is scheduled for a component, the list of parts and the checklist can be added automatically.

🧠 See below for more information on **Scheduling preventative maintenance services.**

1. On the Preventative Maintenance page, click the edit button ✏ at the top of the page.

2. Click the edit icon on the row for the component for which you want to define a part or checklist.

3. On the modal popup, you can select a checklist you want included as part of the service for this component.

4. If a component is replaced with a part from your Parts list, select that under the Part field for that component.

5. If the preventative maintenance service requires a parts kit, select it for that component under the Parts Group field.

   ❕Note: If you include a part and parts group, both will be combined and included in the list of parts on the task.

6. Click OK to save your changes.

Viewing upcoming preventative maintenance services due

Components Register Excel Export

The Excel export includes all components for all assets with columns for:

• Part Number
• Serial Number
• Service Interval (Day or Km or both)
• Last Service Date, Km, or both
• Recommended Next Service Date, Km, or both
• Due Date, Due Kms or both

Services Due by Date and Services Due by Kms

These lists show the preventative maintenance services that are coming due. They can be accessed from:

1. Workshop → Top Tasks → Services Due by Date
2. Workshop → Top Tasks → Services Due by Kms

To see just the preventative maintenance services coming due, use the filter and specify Preventative Maintenance Services = Yes

Scheduling preventative maintenance services

Schedule services from:

1. Workshop → Top Tasks → Services Due by Date
2. Workshop → Top Tasks → Services Due by Kms
3. Workshop → Assets → Manage Asset → Servicing → Preventative Maintenance

Steps to schedule:

1. Click on the 🗓️ calendar icon next to the component.
2. On the Schedule Service pop-up, choose Attach to Existing Job or Create New Job.

   1. Attach to Existing Job - select an upcoming scheduled job for this asset.

   2. Create New Job - specify the date and time for the new service

      ❕Note: If you have more than one depot, you can select which depot you want the service to be performed at.

   3. Click Schedule to create the job.

      

❕Note: Only one scheduled preventative maintenance task for an asset component is available. Ensure you have completed the previous task before scheduling a new one.

Completing preventative maintenance services

In This Topic

When you complete a preventative maintenance service task, the Preventative Maintenance page on the asset will be updated with the details of the service:

• The Last Serviced Date and Last Service Kms will be set based on the odometer entered in the task & the date the task was completed.
• The Next Service Due Date will be calculated and updated based on the Last Service Date and the Interval Days value.
• The Next Service Kms will be calculated based on the Last Serviced Kms and the Interval Kms value.