Preventive Maintenance Schedules for Assets

AssetSync → Maintenance has two tabs: Schedules, the recurring work you have planned, and Maintenance Log, the record of what has been completed.

Creating a schedule

New Schedule takes:

• Name and Description — what the work is
• Target — a specific asset, or a whole category
• Frequency — weekly, biweekly, monthly, quarterly, biannually or annually
• Assigned To — a team member
• Vendor — an outside contractor; separate from Assigned To, and you can set both
• Estimated cost
• Notes

Targeting a category rather than a single asset is what makes this practical at scale. "Test all string lights, uplights and pin spots" as one quarterly schedule against the Lighting category beats twelve schedules against twelve fixtures.

Reading the schedule list

Each schedule shows its frequency, its state, its Next Due date, its Est. Cost, and who it is assigned to.

State is Overdue once the next due date has passed, Due Soon in amber within seven days of it, and On Track beyond that. A schedule with no due date reads No Due Date, and one you have paused reads Paused.

A search box and two filters at the top narrow the list by frequency and by state. Search matches the name, description, asset, category, assignee and vendor.

Pausing is the power toggle on a schedule. A paused schedule greys out, keeps its place, loses its Mark Complete button and stops counting as due — the right move for equipment that is out of service or seasonal, rather than deleting the schedule and rebuilding it later.

Completing work

Mark Complete records the job immediately — it does not ask you anything. It writes a Maintenance Log entry titled with the schedule's own name followed by (Scheduled), carrying the schedule's description, its vendor, you as the person who performed it, and its estimated cost as the cost.

Two consequences worth knowing:

The next due date is calculated from today, not from the date it was due. A quarterly schedule completed a month late becomes due three months from the day you pressed the button, not three months from its original date, so a schedule that slips keeps slipping unless you edit the date back.

Completing this way records the estimate, not the actual. If what the work really cost matters — and it is the number that eventually tells you an item is cheaper to replace than to maintain — use Log Maintenance instead.

Logging work that was not scheduled

The Maintenance Log tab has its own Log Maintenance button. It records work against any asset with no schedule involved: a title, the asset, a description, who performed it, a vendor, and a real Cost field.

This is the path for a repair that just happened, and the only path that captures what something actually cost.

Raising a ticket instead

Create Ticket on a schedule opens a maintenance ticket in FacilitySync rather than logging it as done.

Use it when the work is a job rather than a check — something that needs assigning, scheduling, tracking to completion and possibly a contractor. The schedule stays where it is; the ticket carries the work. This requires a FacilitySync subscription.

The maintenance log

Every completed job, most recent first, in six columns: Date, Title, Asset, Performed By, Vendor and Cost.

This is the history that supports the decisions nobody can make from memory — whether a speaker has been serviced three times this year, what the linens actually cost to keep in rotation, and whether a vendor's work is holding up.

Those costs are aggregated in Reports → Cost Analysis, which attributes maintenance spend to the events whose assets it was spent on.

Alerts

Maintenance due alerts are switched on per venue under Settings → Notifications. With that off, nobody is emailed when a schedule falls overdue, and the Maintenance page is the only place it shows.