Setting Up a Maintenance Schedule

One of the primary “work horse” items in the Home Inventory System is the ability to set up maintenance items and drive an overall maintenance schedule and reminder system.

You can set up maintenance items on a recurring schedule or enter in future reminders on a one-time basis.

To set up a schedule, open an item and scroll to the bottom where the Activities section is.

Click on the Add New Maintenance button to start entering in a new scheduling item.

Enter in the fields necessary to schedule a maintenance:

The Description field is important to describe what the maintenance is, as well as the Special Instructions field. The Assigned To and Send Reminder fields work together -- if you wish to receive an email 2 days prior to the scheduled event you can check the Send Reminder box and an email will be sent to the person designated in the Assigned To as a reminder. Please note that the actual Work Order may be assigned to another person on your staff, so this item is used primary to receive reminders about this maintenance item.

If this is a recurring maintenance, you can schedule that easily by clicking the pencil icon next to the “Does Not Repeat” prompt. Doing so will being up the recurrence window on the right side where you can answer the questions on how frequently to repeat the item.

In this case, we’ll set up a quarterly maintenance, starting September 1, 2020 and stretch it out a few years:

Click Done when you’ve set up the recurring -- you’ll notice that your screen will not change to show this is a recurring item:

If you ever need to modify the repeating timing just click the pencil and make the necessary changes.

Save and Close the Maintenance screen and you will now see the new maintenance schedule appear on the Item’s screen. Note that there is a “Series” item as well as Occurrences -- the Series works the same way as in Work Order Processing where you can manipulate all of the Occurrences at once. You can also edit an individual Occurrence item if necessary.

Remember -- Occurrences will actually be scheduled -- Series are only the “template” to drive the repeating or recurring functionality.

Next up: Learn How to Work the Maintenance Schedule.