How To Trigger, Reschedule, or Cancel Upcoming Preventive Maintenance Services (Desktop)
Upcoming Preventive Maintenance Services appear in Maintenance under the Upcoming tab, including all of the services that exist in packages across all of your assets and their next service date.
When a service comes due, a Maintenance Request is automatically triggered on the Maintenance Request page based on the specifications of the package.
If plans change, follow the below steps to trigger, reschedule, or cancel the service.
Permission Requirements: Users with the “View Preventative Maintenance” and "Maintenance Settings" permissions are able to trigger, reschedule or cancel upcoming preventative maintenance services.
💥 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.
In this article:
Upcoming Preventative Maintenance Grid Overview
How to Trigger an Upcoming Preventative Maintenance Service
How to Reschedule an Upcoming Preventative Maintenance Service
Upcoming Preventative Maintenance Grid Overview
The Upcoming Preventative Maintenance Grid is located in the Maintenance Feature, under the Preventative Maintenance > Upcoming tabs.
By default, this grid is filtered to show the nearest upcoming "Next Service" date.
Pro Tip! Use the search bar or filters to narrow down the list for upcoming services for specific assets or parameters.
The Upcoming Preventative Maintenance Grid includes the following information:
- Next Service: Remaining time or usage until the service is activated and date of the trigger
Pro Tip! Hover of the value to show the last time the value was updated.
- Service Title
- Asset Details: Includes Fleet No, Asset Name, Current Hours or Miles, Current Assignee, Current Site No, Current Site, Status, Year, Make, and Model
- Asset Category: Major Category and any Subcategory levels
- Asset Organization: Any Organization Sublevel(s)
- Service Trigger: Usage/Hours, Usage/Miles, or Timed
- Trigger Variable: The specific parameters set by the user that trigger the service (Example: Every 250 hours, Starting at 100 Hours)
Note: This is for Usage-based triggers only.
- Frequency: When a timed service is set to re-occur (Example: Weekly, Every 1 weeks on Sunday)
Note: This is for Timed-based triggers only.
- Reminder: A user-specified value, before the service trigger, when a notification will be sent to designated recipients.
- Default Parts Cost Code: The default parts cost code specified for the Service.
Note: This column will be hidden unless the user has the Parts premium license enabled.
- Default Labor Cost Code: The default labor cost code specified for the Service.
Note: This column will be hidden unless the user has the Mechanic Time Cards premium license enabled.
- Recipients: The designated recipients of the reminder notification.
- Actions: Option to Trigger, Reschedule, or Cancel a Service, as well as View Asset.
Filters on the Upcoming Preventative Maintenance Grid include:
How to Trigger an Upcoming Preventative Maintenance Service
Triggering an Upcoming Service will jump start the Preventative Maintenance service by triggering the preventative maintenance schedule on demand and ensure the corresponding maintenance request is created.
- 1
- In the Upcoming Preventative Maintenance grid, select the three dots icon under the Actions column next to the service you would like to trigger.
- 2
- Select "Trigger".
- 3
- Select "Trigger and Create Maintenance Request".
- 4
- A notice will appear to confirm trigger and creation of the Maintenance Request.
The Maintenance Request will now be shown in the Open tab.
From here, you may edit, resolve, decline or add the Maintenance Request to a Work Order.
How to Reschedule an Upcoming Preventative Maintenance Service
- 1
- In the Upcoming Preventative Maintenance grid, select the three dots icon under the Actions column next to the service you would like to reschedule.
- 2
- Select "Reschedule".
- 3
- Enter a new value for the Service Trigger.
For a Timed-based trigger, you can select a new Service date.
For a Usage-based trigger, you can enter the value for Hours or Miles of the next service.
- 4
- Select "Reschedule".
A notice will appear to confirm rescheduled service.
How to Cancel an Upcoming Preventative Maintenance Service
- 1
- In the Upcoming Preventative Maintenance grid, select the three dots icon under the Actions column next to the service you would like to cancel.
- 2
- Select "Cancel".
- 3
- Select "Cancel and Reschedule".
- 4
- A notice will appear to confirm cancellation.
