How to Create a Service (Desktop)

This article includes how to create a service that will be added to a PM package and applied to assets. It includes how to add estimated or suggested parts, estimated hours, and requested inspections.

A Service is an individual routine maintenance activity (such as oil changes or tire rotations) with customized and pre-configured triggers and reminders. Services are added to Preventative Maintenance Service Packages and then applied to assets.

Permission Requirements:

• Users with the “Maintenance Settings” permission can create/edit a service.
• Users with the “Maintenance Settings” permission can also modify or clear a default Cost Code at the service level.
• Users with the “View Preventative Maintenance” permission can view a default Cost Code at the service level.

💥 Maintenance is a premium product and requires a separate license. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at [email protected] or call 888.836.6269.

You can access the Create Service page by:

• Selecting “Settings” in the top navigation bar, then the Maintenance tab, then “Create Service”
• Selecting Maintenance in the left side navigation bar, then Preventative Maintenance, then “Create Service”

This section allows you to set default values for all Maintenance Requests generated from this service. These values can always be modified after the Maintenance Request is created.

• Priority: Low, Med, or High
• Default Labor Cost Code
• Default Parts Cost Code

• Labels (optional): Choose from the set of pre-configured maintenance request labels.

Submit the duration (in hours) of time expected to complete the work.

Add a list of parts you expect to be replaced during this service (ex: Oil Filters)

This data shows up in the Maintenance Request details once triggered and can be viewed by the mechanic or field user.

Add a list of Suggested Parts for this service. These can be parts from your Catalog or you can type a new, unique part name and number.

• Click “(+) Add Part” in the top right corner of the window. This will open a new blank line item in the grid.

• Search within the line item by Part Name or Part No.

• Select the Part you wish to add. Click the plus or minus icons in the Qty column to suggest how many of the part will be needed.

• You can also add unique parts that are not already a part of your Catalog. Submit the Part Name and a Part Number, adjust the quantity, then select the check icon under actions to submit the unique Part.

• Continue to click “(+) Add Part” until all Suggested Parts have been added. Remember to add quantities to each line item.

• Select the minus icon in the Actions column next to any Parts to remove them from the list.

In this section, assign inspections to this service and its associated Preventative Maintenance Service Packages.

• Click “(+) Inspection” in the top right corner of the window to assign inspections.

• In the Assign Inspections modal, find any and all existing inspection forms that you would like to assign to this service.

• Select the check box next to the inspection(s) you would like to assign.

• Click “Assign Selected Inspections” to finish. You will see the assigned inspections in the grid.

• To remove an assigned inspection, select the “x” icon in the Actions column.

This allows your service to be automated. Select whether your trigger will be based on Usage or Timed.

Usage: Service is triggered based on the asset’s hours or miles value.

Timed: Service is triggered based on a set frequency (selected date, daily, weekly, monthly or yearly). There is no scheduling preference option (meaning that these services will be due on the set timed duration no matter when the service is actually started (late)).

1. Select Hours or Miles depending on the asset type intended for this service.

2. Select a Service Occurrence: One Time or Recurring
3. Select a Trigger Value:
   1. For One Time, enter a value for the number of hours or miles the asset should reach to trigger the service. The service will trigger when the hours or miles of that asset read the entered value. The service will not recur.
      1. Use case: An asset with a x-mileage/hour warranty, and want to service the asset prior to the warranty running out.
   2. For Recurring, enter a value for the number of hours or miles that the service should re-trigger.
      1. Enter values for the start and end of the schedule.
      2. For example: If you intend to trigger this service every 1,000 miles, beginning at 50,000 miles and ending at 100,000 miles, the service will be triggered again at 51,000 miles, 52,000 miles, and so on until it reaches 100,000 miles and stops triggering.

4. Select a Scheduling Preference
   1. “No, Always Use My Trigger Value”: The next service will trigger at your specified, fixed number of Hours or Miles. The Hours/Miles of the last performed service (if done off-schedule or prior to a trigger) will not impact this fixed trigger. This selection is more predictable.
      1. For example: If you set a 5,000-mile recurring trigger, the service will trigger every 5,000, 10,000 15,000 miles regardless of when the service actually takes place.
   2. “Yes, Adjust it Every Time a Service is Completed”: The next service will trigger based on when the last service was performed. Unlike the Original Service Trigger, the Last Serviced Trigger countdown will re-start and build off the hours or miles specified on the asset when it's last service was approved. This selection is less predictable.
      1. For example: If you set a 5,000 mile recurring trigger and service is approved (completed) at 4,000 miles, the next service would trigger at 9,000 miles.

5. Set a Reminder
   1. None: No reminder will be sent.
   2. Hours or Miles (depending on your selection): Enter value for reminder to send x hours or miles before the service is triggered.
      1. Example: If you set a 5,000 mile recurring trigger and enter 100 as the value for the reminder, the chosen receivers will be reminded of the upcoming service every 4,900 miles.
   3. Percentage: Enter a value for reminder to send x% before the service is triggered.
      1. Example: If you set a 1,000 hour trigger and set the reminder for 80%, the reminder will be sent when the asset reaches 800 hours.
   4. Select who will be reminded:
      1. This list populates from your Org Chart. Select the check box next to the job title to select all people in that job title. You can also select the file icon next to the job title to open a list of all people in that job title and individual select specific people.

1. Select a Frequency
   1. One Time: Select the single date you want the service to trigger on. This service will not recur.

   2. Daily: Enter a value for the number of days between each service trigger. In the below example, the service will trigger every 90 days starting on 10/25/23. The service will no longer trigger after 3/31/24.

      Note: An end value is optional. If an end value is not entered, the service will continue to trigger forever until manually stopped or deleted.

      

   3. Weekly: Enter a value for the number of weeks between each trigger. Select the days of the week. Select a starting date and (optional) end date.
      1. Selecting multiple days in the week will result in triggers for each of the days selected. The below example would trigger each week on Monday and Friday.

      2. 

   4. Monthly: Enter a value for the number of months between each trigger. Select a starting date and end date.

      1. 

   5. Yearly: Enter a value for the number of years between each trigger. In the example below, the service will trigger every year on the 1st of January and July.

      1. 

2. Set a Reminder
   1. None: No reminder will be sent.
   2. Days: Enter a value for the number of days before the service is triggered for the reminder to be sent.
   3. Select Recipients:
      1. Select the check box next to the folder to select all users with that title.
      2. Select the folder icon to open the folder and select individual users under the title.

The service has been created.