This article will teach you how to use the Preventive Maintenance (PM) feature of the Property & Facility App.

Creating a New Piece of (PM) Equipment

This feature will allow you to add a new piece of equipment to your property.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Settings.
2. Under the Preventive Maintenance section, click Equipment.
3. From the Preventive Maintenance: Equipment page, click the New Equipment button.
4. Once the Add New Equipment window has opened, complete the form presented:

5. Click the Save button.
6. The new piece of equipment has been created and is now visible in the list of equipment.

Adding an Attachment to a Piece of (PM) Equipment

This feature will allow you to add an attachment to an existing piece of equipment.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Preventive Maintenance section and click Equipment.
3. From the Preventive Maintenance: Equipment page, ensure the applicable property is selected in the property selector at the upper-right corner of the page, then click the name of the piece of equipment that you desire to add an attachment to.
4. From the [Equipment Name] page, click the Actions button and select Add Attachment.
5. Once the Add New Attachment window has opened, click the Choose File button, navigate to the desired file on your computer, and then click Open.
   • Note: The maximum file size is 4MB.
6. If applicable, enter any comments regarding the attachment in the Comments textbox.
7. Click the Save Attachment button.
8. The file has been attached to the piece of equipment and is now visible under the Attachments tab of the [Equipment Name] page.
   • Note: To remove an attachment, click the checkbox next to the filename under the Attachments tab, and then click the Actions button and select Remove Attachment(s).

Adding a Gauge to a Piece of (PM) Equipment

This feature will allow you to add a gauge to an existing piece of equipment.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Preventive Maintenance section and click Equipment.
3. From the Preventive Maintenance: Equipment page, ensure the applicable property is selected in the property selector at the upper-right corner of the page, and then click the name of the piece of equipment that you desire to add a gauge to.
4. From the [Equipment Name] page, click the Actions button and then select Add Gauge.
5. Once the Add New Gauge window has opened, complete the form presented:

6. Click the Save Gauge button to attach the gauge to the selected equipment.
7. Your new gauge has been saved and is now visible in the Gauges tab associated with the selected equipment.

Adding a QR Code to a Piece of (PM) Equipment

This feature will allow you to add a QR Code, or equipment tag, to an existing piece of equipment.

A QR Code is a mobile device readable barcode that can be printed and attached to a piece of equipment. PM Work Orders for equipment are easily accessible by scanning the QR Code with a mobile phone or tablet.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Preventive Maintenance section, and click Equipment.
3. From the Preventive Maintenance: Equipment page, ensure the applicable property is selected in the property selector at the upper-right corner of the page, and then click the name of the piece of equipment that you desire to add a QR Code to.
4. From the [Equipment Name] page, click the Actions button and then select Create QR code.
5. Once the new window has opened displaying the QR Code, click Print and attach it to the piece of equipment.

Disabling a Piece of (PM) Equipment

This feature will allow you to disable an active piece of preventive maintenance equipment.

1. From the Property & Facility menu, click Settings.
2. From the Settings page, navigate to the Preventive Maintenance section and click Equipment.
3. From the Preventive Maintenance: Equipment page, ensure the applicable property is selected in the property selector in the upper-right corner of the page, then click the Name of the equipment you wish to disable.
4. From the [Equipment Name] page, click the Actions button and select Deactivate.
5. Once the Deactivate Equipment window opens, it will notify you if the equipment is currently in use and will list the applicable PM schedule(s). If the equipment is in use, it must be replaced in the schedule(s) before it can be deactivated.

If the equipment is currently in use:

6. The Deactivate Equipment window will state: "This equipment is currently in use by the schedules listed below. Before this equipment can be disabled, it MUST be replaced as the equipment for these schedules."
7. Click on the applicable schedule Title from within the Deactivate Equipment window.
8. The page will navigate to the Schedule Details page.
9. Choose a different piece of equipment to apply to the schedule in the Equipment drop-down.
10. Once you have made your selection, click Save.
11. Repeat the above steps for each schedule associated with the equipment, then navigate back to the Equipment Details page and follow the steps below.

If the equipment is not currently in use:

6. The Deactivate Equipment window will state: "Please note that any PM work orders that have already been scheduled for the piece of equipment you are deactivating will have to be manually cancelled."
   • Note: Any existing work orders for equipment that has been disabled will possess an asterisk next to the equipment Title in the Equipment Information section of the left sidebar on the PM Work Order [PMO#] Details page for identification purposes, and would require manual cancellation. To cancel, go to the Actions menu and select Cancel. Then, enter any comments in the Comments box of the Cancel PM Work Order [PMO#] window and click Save.
7. Click Deactivate.
8. The equipment has now been deactivated and will move to the Inactive tab on the Equipment index page, and the status icon will now say Inactive and change from green to grey.

Creating a New Preventive Maintenance (PM) Task

This feature will allow you to create a PM Task for each type of equipment.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Preventive Maintenance section and click Tasks.
3. From the Preventive Maintenance: Tasks page, click the New PM Task button.
4. Once the Add PM Task window has opened, complete the form presented:

5. Click the Save button.
6. The new PM Task is visible in the tasks lists and is now ready to be associated to a PM Work Order or PM Schedule.

Adding and Editing Actions for a Preventive Maintenance (PM) Task

This feature will allow you to add or edit an action for a PM Task. Actions are the step-by-step instructions required to complete a task.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Preventive Maintenance section and click Tasks.
3. From the Preventive Maintenance: Tasks page, ensure the applicable property is selected in the property filter to the left of the task list, underneath CHOOSE FILTERS. Also, click the filter All Active to display the current active task list for the property.
4. From the Preventive Maintenance: Tasks page, click the name of the taskthat you desire to add an action to.
5. From the [Task Name] page, click the Add Action button.
6. Once the Add New Action window has opened, complete the form presented:

6. Click the Save or Save & New button to save and add another action.
7. The action is attached to your PM Task and will now be visible in the list of actions.
   • Note: To change the order of the task actions, click the icon to the left of the checkbox of the applicable action and simply drag it to the desired position in the list. It will auto-save when you un-click your mouse.
8. The actions will appear as checklist items on the scheduled PM Work Order.

Note: To edit an action, click on the action title. Once the Update Task Action window has opened, make any necessary changes, then click Save. Actions can be removed by selecting the checkbox next to the desired action and clicking the Remove Action button (looks like a trash can).

Disabling a Preventive Maintenance (PM) Task

This feature will allow you to disable a preventive maintenance task.

1. From the Property & Facility menu, click Settings.
2. From the Settings page, navigate to the Preventive Maintenance section and click Tasks.
3. From the Preventive Maintenance: Tasks page, ensure the applicable property is selected in the property filter to the left of the Task list, underneath CHOOSE FILTERS. Click the Active filter to display the current active task list for the property.
4. From the Preventive Maintenance: Tasks page, click the name of the task that you desire to disable.
5. From the [Task Name] page, click the Deactivate button in the upper-right corner.
6. The Deactivate Task window will open, informing you whether or not the task is currently associated with any PM schedule(s). If the task is currently set as the primary task of any schedule(s), click the hyperlink for each schedule title to open the schedule and choose a new primary task.
   • Note: Tasks cannot be disabled if they are listed as the primary task for a given schedule. As such, the Deactivate button will be grayed out and unavailable to click until the task has been removed as the primary task of any schedule(s).
7. Once the task has been removed as the primary task of any schedule(s), click Deactivate.
8. The task has now been disabled and will now appear in the Disabled filter.
   • Note: If the disabled task happens to be a subtask of an active schedule, the schedule will still trigger normally with all other active primary tasks and subtasks. For your reference, the disabled subtask will be denoted with an * preceding it, both when clicking Expand on the PM: Schedules index page, as well as on the Subtasks tab of the [Schedule Name] page.

Creating a New Preventive Maintenance (PM) Schedule

This feature will allow you to create a PM Schedule for the PM Tasks associated with a particular piece of PM Equipment. See both the Creating a New Piece of (PM) Equipment and Creating a New Preventive Maintenance (PM) Task articles as you must create the Equipment and Tasks prior to creating a PM Schedule.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Preventive Maintenance section and click Schedules.
3. From the Preventive Maintenance: Schedules page, click the New Schedule button.
4. Once the Create New PM Schedule window has opened, complete the form presented:

5. Click the Save button.
6. The PM Schedule has now been created.
   • Note: Once you create a PM schedule, it will automatically be activated. In the Preventive Maintenance feature, PM work orders will begin to populate in the Scheduled tab 30 days prior to the date for which they are scheduled (issue date), and they will then move to the Open tab on the issue date.

Assigning a Preventive Maintenance (PM) Schedule

This feature will allow you to assign an existing PM Schedule to a member of the property staff.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Preventive Maintenance section and click Schedules.
3. From the Preventive Maintenance: Schedules page, make sure the applicable Property is selected in the property selector at the top right of the page, then click the Title of the schedule to be assigned.
4. From the [Schedule Title] page, click the Details tab, click the drop-down list for the Assigned to field, and then select the user that you desire to assign the PM Schedule to.
   • Note: The user list will contain staff users, as well as vendor contacts that have been granted Preventive Maintenance access. Vendor contacts will be listed underneath their respective vendor company names in bold. For additional information, see Editing Property Work Order Access for a Vendor. Schedules can be assigned only to individuals, not to any work pools.
5. Click the Save button.
6. The PM Schedule has now been assigned to the desired staff user.
   • Note: If the PM Schedule was already Active when assigning a user, it will affect only those work orders dated for the future, but will not affect any that are within 30 days before the Issue Date. The PM Schedule will trigger work orders to populate the Scheduled tab of the Preventive Maintenance feature 30 days prior to the Issue Date. So any work orders that have already been pushed to the Preventive Maintenance feature will be unaffected and you will need to assign those work orders separately. See Assigning a Preventive Maintenance (PM) Work Order for instructions. See the Bulk Reassign Work Orders Feature article if there are a larger number of work orders to be reassigned.

Setting the Due Date for a Preventive Maintenance (PM) Schedule

This feature will allow you to set the Due Date for a Preventive Maintenance (PM) Schedule.

Note: PM Schedules default to 30 days unless otherwise edited.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Preventive Maintenance section and click Schedules.
3. From the Preventive Maintenance: Schedules page, make sure the applicable Property is selected in the property selector at the top right of the page, then click the Title of the applicable schedule.
4. From the [Schedule title] Details page, click the Due Days field and select the applicable number of days by which the work orders generated by this schedule should be completed.
5. Click the Save button.
6. The PM Schedule will set a Due Date for each triggered PM work order based upon the number of days selected in the Due Days field.
   • Note: PM escalation notifications will be sent to all applicable users when a PM work order has not been completed for 24 hours past the indicated Due Date.

Adding a Subtask to a Preventive Maintenance (PM) Schedule

This feature will allow you to add additional scheduled maintenance from the tasks list for the same piece of equipment to an active PM Schedule. The additional tasks are called Subtasks and are combined with the Primary Task in a PM Work Order when the PM Schedule for the Primary Task and Subtask fall on the same date.

Note: See the Creating a New Preventive Maintenance (PM) Task article for reference as you must create tasks prior to adding subtasks to a PM Schedule.

1. From the Property & Facility menu, click Settings.
2. Under the Preventive Maintenance section, click Schedules.
3. From the Preventive Maintenance: Schedules page, make sure the applicable Property is selected in the property selector at the top right of the page, then click the Title of the schedule that you desire to add a subtask to.
4. From the [Schedule Title] page, click the Actions button and then select Add Task.
5. Once the Add New Subtask window has opened, complete the form presented:

6. Click the Save button.
7. The subtask has been saved and is now visible on the Subtasks tab of the [Schedule Title] page.

Activating a Preventive Maintenance (PM) Schedule

This feature will allow you to activate preventive maintenance schedules that have been uploaded to WorkSpace via the WorkSpace Preventive Maintenance Import Template.

When Preventive Maintenance equipment, tasks, and schedules are uploaded, the schedules are disabled and will not trigger. After the upload, it is up to the appropriate staff user(s) to verify that the PMs are correct and then manually activate each of them to trigger work orders at the appropriate days and times. Please see the article Preventive Maintenance (PM) Import Guide for more reference.

1. From the Property & Facility menu, click Settings.
2. From the Settings page, navigate to the Preventive Maintenance section and click Schedules.
3. From the Preventive Maintenance: Schedules page, ensure the applicable property is selected in the property selector at the upper-right corner of the page.
4. From the Preventive Maintenance: Schedules page, click the title of the schedule that you want to verify and activate.
5. From the [Schedule Title] page, carefully review all details for accuracy.
6. Pay special attention to the Start date, making sure you select a date that is in the future, rather than in the past or on the day of. Also, select the date from the calendar pop up window, rather than typing it in yourself.
7. For the Trigger, make sure the On: value (OnDay column from PM import template) matches the value of the date of the Start date (i.e., if Start date = 10/03/2018, then Trigger On: value = 3).
8. Navigate to the Assigned To field and select a member of your team who is to perform the PM.
9. Navigate to the Due Days field and select the applicable number of days in which the PM must be completed (this will trigger PM escalation notifications for those user profiles who have it selected).
10. Click Save after you set the start date, assign the schedule, select the due days, and make any other necessary changes.
11. Once you have verified that the schedule information is correct, go to the Actions menu and click Activate (Again, before clicking Activate, make sure the Start date is appropriately set to a future date and make sure the Trigger On: value matches).
12. Once activated, the schedule will be marked in green as Active. PM work orders will then automatically trigger based on the start date, period, and interval.

Disabling a Preventive Maintenance (PM) Schedule

1. From the Property & Facility menu, click Settings.
2. From the Settings page, navigate to the Preventive Maintenance section and click Schedules.
3. From the Preventive Maintenance: Schedules page, ensure the applicable property is selected in the property selector in the upper-right corner of the page, then click the Title of the schedule you wish to disable.
4. From the [Schedule Title] page, click the Actions button and then select Disable.
5. The schedule has now been disabled and the colored icon next to the [Schedule Title] will turn from green to red on both the [Schedule Title] page and the Preventive Maintenance: Schedules index page.

Setting Up & Managing Preventive Maintenance (PM) Work Pools

This feature will allow you to setup and manage PM work pools for preventive maintenance routing.

To create a new PM work pool:

1. From the Property & Facility menu, click Settings.
2. From the Property & Facility Settings page, navigate to the Preventive Maintenance section and click Work Pools.
3. From the PM Work Pools page, click the Actions button and select Add Pool.
   • Note: If you manage multiple properties, ensure that you have selected the correct property that you desire to create a staff user pool for in the upper-right corner of the page.
      
4. Once the Add New Pool window has opened, enter the desired name of the PM work pool in the Title textbox, and click the Save button.

To add a user to an existing PM work pool:

1. From the Property & Facility menu, click Settings.
2. From the Property & Facility Settings page, navigate to the Preventive Maintenance section and click Work Pools.
3. Click the name of the applicable PM work pool.
    
4. Once the Pool: [Pool Title] window has opened, click the name(s) of the applicable user(s).
5. Click the arrow pointing to the right and then click the Save button.
6. The staff users have now been added to the applicable PM work pool.
   • Note: Staff users that are included in the PM work pool will be listed within the box on the right.

To remove a user from the PM work pool:

1. From the Property & Facility menu, click Settings.
2. From the Property & Facility Settings page, navigate to the Preventive Maintenance section and click Work Pools.
3. Click the name of the applicable PM work pool.
    
4. Once the Pool: [Pool Title] window has opened, click the name(s) of the applicable user(s).
5. Click the arrow pointing to the left, and then click the Save button.
6. The staff users have now been removed from the applicable PM work pool.

To delete an existing PM work pool:

1. From the Property & Facility menu, click Settings.
2. From the Property & Facility Settings page, navigate to the Preventive Maintenance section and click Work Pools.
3. Select the checkbox(es) next to the applicable PM work pool(s).
    
4. Click the Actions button and then select Remove Pool.
5. The applicable PM work pool has now been deleted.

Creating a New Preventive Maintenance (PM) Work Order

This feature will allow you to create unscheduled PM Work Orders. See the Creating a New Preventive Maintenance (PM) Schedule article to create automatically scheduled PM Work Orders.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Preventive Maintenance.
2. From the Preventive Maintenance page, click the New PM Work Order button.
3. Once the Add New PM Work Order window has opened, complete the form presented:

4. Click the Save button.
5. The new PM Work Order has now been issued and will be displayed on the Open tab of the Preventive Maintenance page.

Assigning a Preventive Maintenance (PM) Work Order

This feature will allow you to assign or reassign an individual PM work order.

Note: These steps apply to assigning or reassigning individual PM work orders, one-by-one. To reassign work orders in bulk, see Bulk Reassign Work Orders Feature. For steps on assigning PM Schedules, see Assigning a Preventive Maintenance (PM) Schedule.

1. From the Property & Facility menu, click Preventive Maintenance.
2. From the Preventive Maintenance page, ensure the applicable property is selected in the property selector at the upper-right corner of the page.
3. From the Preventive Maintenance page, click the pencil icon on the right side of the screen of the applicable work order and select Dispatch.
4. In the Dispatch PM Work Order [WO#] modal, select the individual you wish to assign the work order to in the Assigned To drop-down.
   • Note: The user list will contain staff users, as well as vendor contacts that have been granted Preventive Maintenance access. Vendor contacts will be listed underneath their respective vendor company names in bold. For additional information, see Editing Property Work Order Access for a Vendor. PM work orders can be assigned only to individuals, not to any work pools.
5. Enter any applicable comments in the Comments box.
6. Click Dispatch.
7. Upon dispatching, the work order will be reassigned to the selected user, and you will be taken to the PM Work Order [WO#] details page.

Adding a Comment to a Preventive Maintenance (PM) Work Order

This feature will allow you to add a comment to an open PM Work Order.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Preventive Maintenance.
2. From the Preventive Maintenance page, make sure the applicable Property is selected in the property selector at the top right of the page, then click the PMO# of the desired Work Order.
3. From the PM Work Order [PMO#] page, click the Actions button and then select Comment.
4. Once the Comment on PM Work Order window has opened, enter your desired comments within the textbox and then click the Save Comment button.
5. Your comment has now been added and will be displayed on the History tab of the PM Work Order.

Marking Preventive Maintenance (PM) Checklist Items as Completed

This feature will allow you to mark checklist items as completed on scheduled PM Work Orders. Checklist items are the step-by-step actions required to complete a PM task. See the Adding an Action to a Preventive Maintenance (PM) Task article for reference on how to add action items to a PM Task.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Preventive Maintenance.
2. From the Preventive Maintenance page, make sure the applicable Property is selected in the property selector at the top right of the page, then click the PMO# of the desired Work Order.
3. From the PM Work Order [PMO#] page, click the Checklist tab and then click the Description of the desired checklist Item.
4. Once the Update Checklist Item window has opened, complete the form presented:

5. Click the Save & Next button.
6. The checklist item has now been marked as Completed.
   • Note: To complete checklist items in bulk, click the checkbox next to each action to be completed, click the Actions button, then select Complete task(s).

Adding Labor to a Preventive Maintenance (PM) Work Order

This feature will allow you to add labor details to a Preventive Maintenance (PM) Work Order.

1. From the Property & Facility menu, click Preventive Maintenance.
2. From the Preventive Maintenance page, ensure the applicable property is selected in the property selector at the upper-right of the page, then click the PMO# of the desired work order.
3. From the PM Work Order [PMO#] page, click the Labor tab and then click the New Labor button.
4. Once the Add New Labor window has opened, complete the form presented:

5. Click the Save or Save & New button to save the current labor record and add additional labor records.
   • Note: You can add multiple labor records, for instance, if more than one staff member worked on a work order.
6. The labor record has been added to the PM Work Order and is now visible under the Labor tab.
   • Note: To remove a labor record, click the checkbox next to it, then click the Delete button in the header.

Completing a Preventive Maintenance (PM) Work Order

This feature will allow you to complete an issued PM Work Order.

Note: For a video tutorial, click here.

1. From the Property & Facility menu, click Preventive Maintenance.
2. From the Preventive Maintenance page, make sure the applicable Property is selected in the property selector at the top right of the page, then click the PMO# of the desired Work Order.
3. From the PM Work Order [PMO#] page, ensure that all checklist items are marked Completed, which must be done prior to acknowledging a PM Work Order as completed. If there are any outstanding checklist items, they will be marked as Pending.
   • Note: See the Marking Preventive Maintenance (PM) Checklist Items as Completed article for reference.
4. Click the Actions button and select Complete or Complete & Comment to add a comment.
5. The status of the PM Work Order has now been updated to Completed, and it is now removed from the Preventive Maintenance page.

Bulk Reassign Work Orders

This feature will allow you to reassign both service request and preventive maintenance work orders in bulk, as well as to reassign service request work routing and preventive maintenance schedules in bulk.

Note: For steps on how to assign work orders individually, see the articles Assigning a Service Request and Assigning a Preventive Maintenance (PM) Work Order.

1. From the Property & Facility menu, click Settings.
2. From the Settings page, navigate to the Service Requests section and click Bulk Reassign Work Orders.
3. Once the Bulk Reassign Work Orders window opens, complete the form presented:

4. Click the Save button.
5. If reassigning SR Work Orders and/or PM Work Orders, those will now be assigned to the To User selected. If reassigning SR Routing, the affected work categories have now been routed to the To User selected. If reassigning PM Schedules, those and all of their future work orders will now be assigned to the To User selected.