How to find and clear overdue maintenance
Maintenance is overdue when its due date has passed and no service has been recorded against it.
Requirements
- Available on: Orbit, Odyssey, Cosmos
- Roles: Owner, Admin, Manager, Employee
Where to find it
Dashboard → Upcoming is the consolidated forward view — everything due, including maintenance, plus document expiry, warranty expiry, and checkout returns.
Dashboard → Maintenance Schedules shows your PM rules and their status.
Dashboard → Work Orders shows the work orders raised from overdue rules.
Dashboard → Notifications holds the alerts themselves.
PM status is also shown directly on assets and asset lists, so you can spot problem assets while browsing rather than having to run a report.
What happens automatically
Nothing waits for you to notice.
- Inside a PM rule's warning window, a due-soon notification is raised.
- Once the due date passes, the rule is overdue and raises an escalated notification.
- An overdue rule raises a preventive work order automatically.
Alerts are deduplicated, so a condition that stays overdue produces one notification rather than one per check. Read state is per person — you dismissing an alert does not hide it from your colleagues.
Critical alerts are emailed immediately on Orbit and above. Every plan gets the weekly digest.
Working through a backlog
- Sort by consequence, not by date. A three-week-overdue service on a Critical asset outranks a three-month-overdue one on a spare in storage. Use asset criticality to triage.
- Assign the work orders. Overdue rules raise orders unassigned. An unassigned order has nobody chasing it.
- Close what is actually done. A lot of "overdue" maintenance turns out to have been carried out and never recorded. Record the service record — this resets the schedule.
- Fix the schedules that are wrong. If something is permanently overdue because the interval is unrealistic, change the interval. A rule nobody can meet trains people to ignore alerts.
- Archive rules that no longer apply. Rules are archived, not deleted, so the history stays.
Tip Persistent overdue maintenance is usually a scheduling problem, not a discipline problem. If the same rule is overdue every cycle, the interval or the resourcing is wrong.
Common mistakes
Silencing alerts instead of fixing the schedule. The condition is still true; you have just stopped hearing about it.
Doing the work but not closing the work order. The schedule only resets on closure, so the rule stays overdue.
Treating the warning window as the deadline. The warning exists so you can act before the due date, particularly when a vendor needs booking.
Setting every asset to Critical. Then triage is impossible and criticality stops meaning anything.
Troubleshooting
Maintenance Schedules is locked. Preventive maintenance needs Orbit or above.
A rule stays overdue after the work was done. The next due date resets from a service record. Closing a work order writes one; completing it does not.
I'm not getting overdue emails. Immediate email for critical alerts needs Orbit or above. On Nova you get the weekly digest. Check your notification preferences as well.
An archived asset is still alerting. It should not be — archiving removes an asset from alert evaluation. Check the asset is actually archived rather than just filtered out of your view.
I dismissed an alert and it came back. Alerts are deduplicated per condition, not permanently suppressed. While the condition is still true, it remains a live alert.
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