Creating a PM schedule

A PM schedule should make a recurring task easier to manage, not harder. The best setup captures what should repeat every cycle and leaves one-time details for the work order itself.

From PM schedules, select + New PM to begin.

Start with the recurring task

Enter a clear Title and Description that will still make sense months from now when the next work order appears.

Too broad	Better recurring task
RTU PM	Quarterly RTU filter and belt service
Generator	Monthly generator inspection and exercise
Fire doors	Quarterly fire-door condition inspection

Set the cadence

Choose how often the maintenance should repeat using Every plus the recurrence unit — days, weeks, or months. Then set the First due date.

Set the lead time

Generate lead time (days) controls how early the work should appear before its due date. A PM due on the 15th with a 7-day lead time can generate its work order on the 8th.

Choose automatic or manual generation

Setting	Best use
Automatic	Routine PM that should enter the work queue without someone remembering
Manual	Work where a manager intentionally decides when to start each due cycle

Most routine PMs are easier to manage with automatic generation.

Link the right assets

Use Assets when the recurring task belongs to specific equipment. Select one asset or several, or leave Assets blank for recurring work not tied to equipment, such as a general building inspection.

When several assets are selected, choose Separate work orders when each asset needs its own history or One combined work order when the work is naturally performed and documented as one group.

Set the default assignee and category

Choose a Default assignee if the same technician normally handles the work. Choose the Category that best matches the work so PM-generated jobs stay organized with the rest of your maintenance reporting.

You can still change the assignee on an individual work order later if staffing or priorities change.

Add a procedure

A Procedure gives the technician a repeatable checklist every time the PM generates work. Select a saved procedure or use ✦ Draft from description to have AI suggest steps from the PM title and description.

Use Compliance-tagged PM (audit evidence) when recurring maintenance is being performed to satisfy a code, standard, insurer, authority, or internal compliance requirement. Add a short label such as NFPA 70B, Fire, or another standard your organization uses.

Review before saving

Before selecting Create PM schedule, check:

Cadence — is the recurrence correct?
First due date — does the cycle begin on the right date?
Lead time — will the team have enough warning?
Assets — is the correct equipment included?
Generation — should work appear automatically or manually?
Assignee and category — will the generated work land in the right place?
Procedure — are the recurring steps complete and safe?

New PM schedules become active as soon as they are created.

Manage an existing schedule

Generate work order — create the current cycle manually when due, overdue, or when you want to start early.
Edit — change recurrence, assignee, assets, procedure, or other schedule details.
Delete — stop future cycles. Work orders already created remain as history.

Changes affect future generated work. Existing work orders keep the details and checklist they received when they were generated.

How the next due date moves

For schedules that recur from completion, the next due date is calculated from when the current cycle is actually completed. If a quarterly task is finished two weeks late, the next quarter begins from the real completion date rather than the missed date.