Setting Up Recurring Maintenance Schedules

FacilitySync → Schedules is the preventive maintenance screen: work that should happen on a cycle whether or not anybody remembers it.

The four figures

• Active — schedules currently running
• Overdue — past their due date
• Due This Week — coming up
• Completed (30d) — finished in the last thirty days

Creating a schedule

1. Click New Schedule
2. Name the task as an instruction — "Replace MERV 13 filters in ballroom and bridal suite"
3. Choose a Category, the same seven that tickets use
4. Set the recurrence: a number, then days, weeks or months
5. Pick the space and the person responsible
6. Save

Recurrence is an interval, not a calendar rule. "Every 3 months" means three months from the last completion, not the first of every quarter. That is usually what you want for maintenance — a filter lasts a number of weeks regardless of what the calendar says.

Working the list

Each schedule on the list carries four actions:

• Mark Complete — logs the completion and sets the next due date
• Pause — stops it generating work without deleting its history
• Snooze — pushes this occurrence without breaking the cycle
• History — every past completion, with who did it and when

What to put on a schedule

Good candidates are predictable, cheap to do and expensive to skip: filter changes, gutter clearing, fire extinguisher checks, generator test runs, drain treatments, lighting sweeps.

Bad candidates are anything you would only do in response to a problem. A schedule that gets snoozed every cycle is telling you the interval is wrong or the task should not be on a schedule at all.

Schedules and tickets

Completing a schedule records the work against the schedule's own history. Where a scheduled inspection turns up an actual fault, raise a ticket for the fault — the schedule records that the check happened, the ticket records what it found and what fixing it cost.