What it's forFire services, lifts, pumps and gardens are serviced on time, contractors are reminded automatically and certificates are filed against the asset and compliance item.
Who it's forMaintenance coordinators and building managers.
Before you start
- The contractor is set up under Trades with an email (for reminders).
- Optional: the asset exists under Assets & servicing and the deadline under Compliance.
Step by step
- Step 1: Create a scheduleOn Building › Preventive maintenance press New schedule. Choose the Building, describe What, pick How often (Weekly to Yearly, default Quarterly) and the First visit. Optionally link an Asset, Contractor, Compliance item and Location.
- Step 2: Reminders for the contractorSet Remind the contractor (days before), default 14. Add Notes for the contractor and documents to send with reminders. Press Create schedule; visits are created 12 months ahead and topped up nightly.
- Step 3: Complete a visitOn the Active tab press Complete on a visit. Add a Photo, the Certificate or report, the Cost and Notes, then Mark completed. The certificate is filed against the asset and compliance item.
- Step 4: Other visit actionsAttach a quote or document, press the bell to email the contractor a reminder now, Skip a visit, or Reopen one.
- Step 5: See the yearThe Gantt tab shows 12 months, a row per schedule: green scheduled, red overdue, grey completed. Print it in landscape for the committee.
- Step 6: Use the calendarHome › Calendar shows maintenance, inspections, bookings, compliance, meetings and reminders by month, week or day. Drag a maintenance visit, inspection, compliance item or reminder to another day (Undo is offered); the contractor is emailed the new date. Click an event for details, Move to, and attachments.
Tips
- Pausing a schedule takes its upcoming visits off the calendar.
- A contractor without an email shows a red “No email for reminders”.
Common problems
I changed the frequency and the old visits disappeared.
Changing the first visit or the frequency replaces upcoming visits with a new series. Completed visits are kept.
Can I drag a booking or meeting on the calendar?
No. Bookings and meetings are moved on their own pages.
Previous and next follow the Building section.