Preventive Maintenance Rules - Automate PM Scheduling

Overview

Preventive Maintenance (PM) rules automatically generate scheduled maintenance tasks based on time intervals, usage thresholds, or other triggers. This eliminates manual tracking and ensures critical maintenance never gets forgotten.

What are PM Rules?

PM Rule = Template for recurring maintenance

Define once:

• What maintenance is needed
• How often it occurs
• Which assets it applies to

System automatically:

• Creates maintenance tasks when due
• Sends notifications
• Tracks completion
• Schedules next occurrence

Example:

PM Rule: "Vehicle Oil Change"
- Applies to: All assets in Category "Vehicles"
- Frequency: Every 3,000 miles OR every 3 months (whichever first)
- Task: Change oil, replace filter, inspect fluids
- Notification: 7 days before due

Result: Every vehicle automatically gets oil change reminders every 3 months or 3,000 miles.

PM Rule Types

1. Time-Based PM

Trigger: Calendar intervals

Examples:

• Every 30 days (monthly antivirus updates)
• Every 90 days (quarterly HVAC filter replacement)
• Every 365 days (annual safety inspections)
• Every 2 years (equipment recalibration)

Use when: Maintenance driven by time, not usage

2. Usage-Based PM

Trigger: Meter readings (miles, hours, cycles, etc.)

Examples:

• Every 3,000 miles (vehicle oil change)
• Every 500 hours (equipment runtime)
• Every 10,000 prints (copier maintenance)
• Every 100 cycles (autoclave sterilizer)

Use when: Maintenance driven by wear/usage, not calendar

Requirement: Must track usage meter on asset (Custom Field: "Mileage", "Hours", etc.)

3. Hybrid (Time OR Usage)

Trigger: Whichever comes first

Example:

• Oil change every 3,000 miles OR 3 months, whichever first
• Filter replacement every 500 hours OR 6 months

Use when: Best practice (covers both high-use and low-use scenarios)

Creating a PM Rule

Step-by-Step

1. Go to Maintenance → PM Rules
2. Click "+ New PM Rule"
3. Fill out PM rule form (see fields below)
4. Click "Create Rule"
5. System immediately evaluates all matching assets, generates tasks if due

PM Rule Fields

Rule Name (required)

• Descriptive name
• Example: "HVAC Filter Replacement - Quarterly", "Vehicle Oil Change", "Laptop Antivirus Update"

Description (required)

• What maintenance to perform
• Be specific: "Replace 20x25x1 air filter. Inspect coils for debris. Test airflow."
• This appears in generated maintenance tasks

Applies To (required)

• Which assets does this rule apply to?

Options:

1. All assets in Category: Select category (e.g., "Vehicles")
2. All assets in Location: Select location (e.g., "Building A")
3. Specific assets: Check individual assets
4. Custom filter: Combine category + location + tags

Frequency Type (required)

• Time-Based, Usage-Based, or Hybrid

Frequency Details:

If Time-Based:

• Interval: Every X days/weeks/months/years
• Example: Every 90 days

If Usage-Based:

• Meter field: Which custom field tracks usage? (e.g., "Mileage")
• Interval: Every X units (e.g., Every 3,000 miles)

If Hybrid:

• Time interval: Every X days
• Usage interval: Every X units
• (Whichever triggers first)

Lead Time / Notification Advance (optional)

• How many days before due to notify?
• Example: 7 days → Notification sent 1 week before due date
• Default: 7 days

Assign To (optional)

• Who is responsible for completing this PM?
• Example: "Facilities Manager", "IT Technician", "External Vendor"
• Tasks auto-assigned to this person/team

Estimated Cost (optional)

• Typical cost of this PM
• Used for budgeting/forecasting
• Example: $50 per oil change

Estimated Hours (optional)

• Typical labor hours
• Used for scheduling technician time

Active (default: Yes)

• Enable/disable rule
• Inactive rules don't generate new tasks (but existing tasks remain)

Example: Time-Based PM Rule

Rule Name: HVAC Filter Replacement - Quarterly
Description: Replace 20x25x1 air filter. Inspect evaporator and condenser coils. Check thermostat calibration. Test unit operation.
Applies To: All assets in Category "HVAC Equipment"
Frequency Type: Time-Based
Frequency: Every 90 days
Lead Time: 14 days (notify 2 weeks before due)
Assign To: Facilities Manager
Estimated Cost: $250
Estimated Hours: 1.5
Active: Yes

Result: Every HVAC unit gets PM task every 90 days. Facilities Manager notified 14 days before due.

Example: Usage-Based PM Rule

Rule Name: Vehicle Oil Change
Description: Change engine oil (5W-30 synthetic). Replace oil filter. Top off all fluids. Inspect belts and hoses. Reset maintenance light.
Applies To: All assets in Category "Vehicles"
Frequency Type: Usage-Based
Meter Field: Mileage
Frequency: Every 3,000 miles
Lead Time: 500 miles (notify when 500 miles from due)
Assign To: Fleet Manager
Estimated Cost: $75
Estimated Hours: 0.5
Active: Yes

Result: When vehicle mileage increases by 3,000 (e.g., from 10,000 to 13,000), new oil change task generated.

Example: Hybrid PM Rule

Rule Name: Generator Preventive Maintenance
Description: Run generator under load for 30 minutes. Check oil level. Inspect battery. Test automatic transfer switch. Record runtime hours.
Applies To: Asset "Emergency Generator - Building A"
Frequency Type: Hybrid
Time Interval: Every 30 days
Usage Interval: Every 50 runtime hours
Lead Time: 7 days
Assign To: Facilities Technician
Estimated Cost: $100
Estimated Hours: 1
Active: Yes

Result: PM task created every 30 days OR every 50 hours of generator operation, whichever comes first.

How PM Rules Generate Tasks

Automatic Task Creation

When PM rule created or asset becomes due:

1. System evaluates: "Is this asset due for PM?"
   • Time-based: Current date ≥ Last PM date + Interval?
   • Usage-based: Current meter ≥ Last PM meter + Interval?
2. If due: Create maintenance task
   • Type: Preventive Maintenance (auto-set)
   • Description: From PM rule
   • Status: Scheduled
   • Due Date: Calculated based on interval
   • Assigned To: From PM rule
3. Send notification to assigned person

Task Lifecycle

Created (Scheduled):

• PM task appears in Maintenance tab (Status: Scheduled)
• Assignee receives notification: "PM due on [date]"

Approaching Due:

• Lead time reminder (e.g., 7 days before): "PM due soon"

Overdue:

• If not completed by due date: Status = Overdue
• Escalation notifications (if configured)

Completed:

• Technician performs PM
• Marks task Status = Completed
• Enters actual cost, hours, notes
• System calculates next PM due date
• Schedules next task automatically

Viewing Generated PM Tasks

On Asset Detail Page

1. Open asset
2. Click Maintenance tab
3. Filter: Status = "Scheduled" or "Overdue"
4. See upcoming PM tasks

On PM Dashboard

1. Go to Maintenance → PM Schedule
2. See all upcoming PM tasks across all assets:
   • Grouped by due date
   • Color-coded: Green (future), Yellow (due soon), Red (overdue)
   • Filter by category, location, assignee

Calendar View

1. Maintenance → PM Calendar
2. Monthly calendar showing all PM tasks
3. Click date to see tasks due that day
4. Drag-and-drop to reschedule (if enabled)

Completing PM Tasks

When PM is performed:

1. Go to asset → Maintenance tab
2. Find scheduled PM task
3. Click task → "Mark Complete"
4. Fill out completion form:
   • Actual Date (when performed)
   • Actual Cost
   • Actual Hours
   • Notes (what was done, any findings)
   • Upload documents (invoices, inspection photos)
5. Click "Complete"
6. Task Status = Completed
7. System automatically schedules next PM occurrence

Example:

PM Task: Vehicle Oil Change
Due Date: 2026-01-15
Status: Scheduled

[Technician performs oil change on Jan 14]

Mark Complete:
- Actual Date: 2026-01-14
- Actual Cost: $72 (vs. estimated $75)
- Actual Hours: 0.4
- Notes: Oil changed, filter replaced. Belts show minor wear, monitor for next 6 months.

Result:
- Task Status → Completed
- Next PM Due: 2026-04-14 (90 days from completion)
- New task automatically created for April 14

Managing PM Rules

Editing PM Rules

1. Go to Maintenance → PM Rules
2. Find rule, click to open
3. Click "Edit"
4. Update fields (frequency, description, assignee, etc.)
5. Save

Effect:

• Changes apply to future tasks
• Existing scheduled tasks may update (depends on what changed)
• Completed past tasks unchanged

Pausing PM Rules

Temporarily stop generating tasks without deleting rule:

1. Open PM rule
2. Set Active = No
3. Save

Result: No new tasks created. Existing scheduled tasks remain but won't repeat after completion.

Use cases:

• Equipment out of service temporarily (broken, in storage)
• Seasonal assets (pause PM during off-season)
• Budget constraints (pause non-critical PM)

To resume: Set Active = Yes.

Deleting PM Rules

1. Open PM rule
2. Click "Delete"
3. Confirm

Result:

• Rule deleted
• Existing completed tasks preserved (history intact)
• Scheduled tasks may be cancelled or orphaned (depends on settings)

Use cases:

• Asset retired (no longer need PM)
• Changed to different PM schedule
• Consolidating rules

Advanced PM Features

Multi-Asset PM Rules

Scenario: 50 laptops, all need monthly antivirus updates

Approach:

PM Rule: Laptop Antivirus Update
Applies To: All assets in Category "Laptops"
Frequency: Every 30 days

Result: Each laptop gets individual PM task every 30 days. Tasks may stagger (based on when each laptop first activated) or align (all on 1st of month if configured).

Cascading PM Rules

Scenario: Complex asset with multiple PM schedules

Example: HVAC Unit

• PM Rule 1: Filter replacement (every 90 days)
• PM Rule 2: Coil cleaning (every 180 days)
• PM Rule 3: Full inspection (every 365 days)

Result: Asset has 3 separate PM schedules. Each generates tasks independently.

Conditional PM Rules

Scenario: PM frequency depends on asset usage intensity

Example:

• Light use (<1,000 miles/month): PM every 6 months
• Heavy use (>5,000 miles/month): PM every 3 months

Workaround (manual):

• Create 2 PM rules (6-month and 3-month)
• Apply to different assets based on usage
• Reassign assets to different rules if usage changes

Full conditional logic not yet supported - contact support for feature request.

Notifications and Reminders

Who Gets Notified?

When PM task created:

• Assigned person/team (from PM rule)
• Asset owner (if specified)
• Optionally: Admins, Managers

When PM approaching due:

• Assigned person (lead time reminder)

When PM overdue:

• Assigned person (escalation)
• Manager/Admin (if configured)

Notification Preferences

Customize in Settings → Notification Preferences → Maintenance:

• Enable/disable PM notifications
• Set reminder frequency (daily, weekly)
• Choose channels (email, in-app, SMS if integrated)

Troubleshooting

"PM task not generating"

Check:

1. PM rule active? (Active = Yes)
2. Asset matches criteria? (Category, location, custom filters correct)
3. PM already completed recently? (Next due date not yet reached)
4. Frequency too long? (If interval = 365 days, won't generate task until 1 year after last PM)

Debug:

• Open PM rule, see "Next Due Date" for each asset
• If blank or far future, PM not yet due

"PM task shows as overdue immediately after creation"

Cause: Asset overdue for PM (last PM was >interval ago)

Example:

• Last oil change: 12,000 miles
• Current mileage: 16,000 miles
• PM rule: Every 3,000 miles
• Should have had PM at 15,000 → Now overdue by 1,000 miles

Not a bug: System correctly flagging overdue maintenance.

Action: Complete overdue PM ASAP.

"Don't want PM rule to apply to specific asset"

Options:

1. Exclude asset from category: Change asset's category (but may affect other things)
2. Create exception: Use "Specific assets" instead of "All in category", manually select assets (exclude the one)
3. Pause PM for one asset: (Not currently supported - workaround: create separate rule for that asset with Active = No)

"PM frequency wrong after editing rule"

Cause: Changing frequency doesn't retroactively recalculate existing tasks.

Fix:

1. Delete old scheduled tasks
2. Edit PM rule with new frequency
3. System regenerates tasks with new frequency

Or:

1. Manually adjust due dates on existing tasks

Best Practices

1. Start with Critical Assets

Don't create PM rules for everything at once. Prioritize:

• Safety-critical equipment (fire systems, medical devices)
• High-value assets (expensive equipment)
• Assets with regulatory requirements (inspections, calibrations)

2. Use Realistic Intervals

Follow manufacturer recommendations:

• Owner's manual: "Change oil every 3,000 miles" → PM every 3,000 miles
• Equipment guide: "Inspect quarterly" → PM every 90 days

Don't guess. Over-maintenance wastes money. Under-maintenance risks failures.

3. Include Detailed Descriptions

PM rule description should be step-by-step checklist:

Poor:

• "HVAC maintenance"

Good:

1. Replace air filter (20x25x1 MERV 11)
2. Clean evaporator coils
3. Check refrigerant level (top off if low)
4. Inspect electrical connections
5. Test thermostat calibration
6. Record runtime hours
7. Note any unusual sounds or smells

Why: Technician knows exactly what to do. Consistency across PMs.

4. Track Completion Rates

Monthly, review:

• How many PMs scheduled?
• How many completed on time?
• How many overdue?

Goal: >95% completion rate.

If low: Increase lead time, adjust assignees, reduce PM frequency if unrealistic.

5. Review and Adjust Annually

PM rules aren't "set and forget":

• Usage patterns change
• New equipment added
• Vendors change recommendations

Annual PM rule audit:

• Are intervals still appropriate?
• Are costs accurate?
• Are assignments correct?
• Any rules no longer needed?

Frequently Asked Questions

Can I have different PM intervals for same asset?

Yes. Create multiple PM rules for one asset.

Example: Company Vehicle

• Oil change: Every 3,000 miles
• Tire rotation: Every 6,000 miles
• State inspection: Every 365 days

All three rules apply, generate separate tasks.

What if I forget to log meter reading (usage-based PM)?

Usage-based PM requires current meter value. If not updated:

• System uses last known value
• PM may not trigger until meter updated

Best practice: Update meter readings regularly (monthly) even if PM not due.

Can PM rules create tasks in the past (backfill)?

No. PM rules only create future tasks.

If you enable PM rule and asset is overdue, task created with due date = today (overdue).

To backfill history, manually create maintenance records for past PMs.

Do PM rules work with archived assets?

No. Archived assets excluded from PM rule evaluation.

If archived asset later restored: PM rules re-apply, tasks generated if due.

Can external vendors access PM tasks?

Not directly (unless you create vendor user accounts).

Workaround:

• Export PM schedule (CSV/PDF)
• Email to vendor
• Vendor completes PM, you log completion in UniAsset

Related Articles

• Creating Maintenance Records - Manual maintenance logging
• Completing PM Tasks - Mark scheduled PM as done
• Maintenance History - View all maintenance
• Overdue Maintenance - Managing late PMs
• Replace vs. Repair - When PM costs too much

Need Help?

If you need assistance setting up complex PM schedules or have questions about usage-based triggers, contact support for help.