Preventative Maintenance Plan: From Schedule to Completion
In this tutorial, you will learn how to set up and manage preventative maintenance plans on the Fentrica Platform using recurring tasks. We will walk through the entire workflow—from creating maintenance plan rules and assigning service providers, to tracking task completion and maintaining a full maintenance journal.
By the end of this guide, you will be able to create automated maintenance schedules, ensure compliance with inspection deadlines, and keep every building system running at peak performance.
Requirements
- Maintenance and technical systems modules subscription
- Technical systems registered on the site (e.g., HVAC units, elevators, fire systems, lighting controllers)
- Service providers added to the site
For help setting up technical systems and service providers, see the Creating New Site guide.
System Overview
Preventative maintenance on the Fentrica Platform is built around recurring tasks — scheduled maintenance activities that repeat on a defined interval. The system automates work order generation, assignment, and tracking so nothing falls through the cracks.
| Party | Role | Tool |
|---|---|---|
| Manager | Creates maintenance plan rules, monitors completion, reviews work | Fentrica Management Dashboard |
| Service Provider | Receives work orders, completes checklists, submits reports | Secure Web Link / Service Provider App |
Step 1: Creating a Maintenance Plan Rule
The foundation of preventative maintenance is the maintenance plan rule — a template that tells the system what to do, how often, and who is responsible.
- Navigate: Open your site and go to Preventive Maintenance > Maintenance Plan Rules.
- Create Rule: Define the task name and description (e.g., "HVAC Filter Replacement — AHU-01").
- Set Schedule: Choose a recurrence pattern — daily, weekly, monthly, quarterly, or annually. The system uses these rules to automatically generate work orders ahead of each deadline.
- Link Technical Systems: Associate the rule with the specific equipment it applies to (e.g., a particular air handling unit, elevator, or fire panel).
Start with the manufacturer's recommended maintenance intervals and adjust based on your operational experience over time.
Step 2: Assigning Service Providers & Checklists
Once the schedule is defined, assign the right people and ensure consistency.
- Assign Service Providers: Select the external partner or internal team responsible for performing the maintenance.
- Add a Checklist: Define step-by-step instructions that the technician must complete for each occurrence — e.g., "Inspect filter condition", "Replace if clogged", "Record pressure differential". Checklists ensure every technician follows the same procedure regardless of experience level.
- Attach Documents: Upload any task-specific documents (e.g., inspection forms, procedure sheets) directly to the recurring task. Note that general O&M documentation is already available under the technical system itself.
Checklists guarantee that every maintenance visit follows the same procedure. This reduces human error, ensures compliance, and creates a reliable audit trail.
Step 3: Automated Task Generation & Notifications
Once a maintenance plan rule is saved, the platform takes over.
- Automatic Work Orders: The system generates work orders based on the defined schedule, well in advance of each deadline.
- Service Provider Notifications: Assigned providers receive notifications when a periodic maintenance task is approaching.
- Maintenance Journal: Each generated task is automatically logged in the associated technical system's maintenance journal, building a complete service history.
The Preventive Maintenance view organizes all tasks into three categories: Upcoming (due soon), Overdue (past deadline), and Completed (historical record) — giving you a clear status overview at a glance.
Step 4: Service Provider Execution
When a maintenance task is due, the assigned service provider completes the work.
- Access the Work Order: The provider opens the work order via the platform or a secure web link.
- Review System Details: View the equipment's manufacturer info, serial number, maintenance history, and linked O&M documentation.
- Complete the Checklist: Work through each step, marking items as done.
- Submit Report: Once finished, the provider marks the task as done and submits a summary for the maintenance journal.
Step 5: Review & Close
The manager maintains full oversight of the process.
- Monitor Progress: Track upcoming, overdue, and completed tasks from the Preventive Maintenance dashboard.
- Review Completed Work: When a provider marks a task as done, review the checklist and submitted report.
- Close the Work Order: Closing the work order finalizes the maintenance record in the system's journal.
- Adjust as Needed: If a task consistently finds issues, consider shortening the interval. If inspections rarely find problems, consider extending it.