Maintenance scheduling

Preventive maintenance keeps equipment running longer and reduces unexpected breakdowns. FSM Navigator® lets you create recurring maintenance schedules for any asset, automatically generates jobs when service is due, and keeps a complete service history for every piece of equipment.

Create a maintenance schedule

1. Open the Maintenance tab.
2. Select the Schedules sub-tab.
3. Click New Schedule.
4. Fill in the schedule details:

1. Click Save Schedule.

When you edit an existing schedule, the same form also shows a Status field (Active or Paused).

Frequency options

Each frequency is multiplied by the Frequency interval. The table shows an interval of 1.

For monthly, quarterly, semi-annual, and yearly schedules, a due date near the end of the month lands on the last day of shorter months (for example, January 31 → February 28 → March 31).

Automatic job creation

When a time-based schedule is within its lead time of the due date, FSM Navigator automatically creates a job for the service. The generated job has:

• A title made from the schedule name and the asset name — for example, "PM: Quarterly filter change - Rooftop Unit 3".
• A short description naming the asset and its asset tag — for example, "Preventive maintenance for Rooftop Unit 3 (RTU-003)".
• The priority set on the schedule.
• The asset's customer location as the job location.
• A link to the asset, so the job shows on the asset and the service lands in the asset's history.

If the schedule has no preferred technician, the job is created without a technician. Assign it the same way you assign any other new job.

Preferred technician

When a schedule has a preferred technician, each job it generates is created already assigned to that technician, and the technician gets the usual new-job notification on the mobile app.

Anyone who can create or edit maintenance schedules can pick the preferred technician, and that includes Asset Managers. The list shows your active technicians only.

If that technician can no longer take work when the job is created (for example, they no longer have the Technician role, or their account is on hold), the job is created unassigned and handed to auto-assignment instead. If your plan doesn't include auto-assignment, the job stays Pending for a dispatcher to assign. The schedule keeps its setting; edit the schedule to pick someone else.

If the technician is removed from your team entirely, the schedule's preferred technician is cleared and later jobs are created unassigned, the same as a schedule with no preferred technician.

A preferred technician sets who gets the job first. It does not lock the job to them: if auto-assignment is on, intelligent dispatch may still move the job to another technician later, as it can for any assigned job. Time off, shift hours and the technician's job limit are not checked when the job is created.

Meter-based schedules are checked when one of the asset's meters reaches its alert threshold — see Meters & readings.

How it works

1. A background process checks maintenance schedules regularly.
2. When a schedule is within its lead time, a new job is created. It is Assigned to the preferred technician if the schedule has one, otherwise Pending. Only one open job exists per schedule at a time.
3. Dispatchers assign any unassigned job, and can edit it like any other job.
4. Once the job is completed, the next due date is calculated automatically.

Record a service entry

You can manually record service without a schedule — for example, after an emergency repair.

1. Open the asset's detail view.
2. Select the Service History tab.
3. Click Add Service Entry.
4. Fill in the service details:

1. Click Save.

View service history

The Service History tab on every asset shows a chronological log of all maintenance performed, including:

• Scheduled maintenance completed through generated jobs.
• Manual service entries added by your team.
• Parts used during each service (if linked to the job).

Use service history to identify patterns — for example, if an asset requires repairs more frequently than expected, it may be time to retire it.

Viewing and managing schedules

The Maintenance Management area groups schedules into four sub-tabs:

Overdue maintenance alerts

An active schedule is flagged as overdue once its next due date has passed — that is, the job for it has not been completed and the service has not been logged. Due dates follow your company's time zone. Overdue schedules appear:

• In the Overdue sub-tab of the Maintenance tab, with a red count badge, showing how many days each one is overdue.
• As the Overdue count under Maintenance Overview on the asset dashboard's overview.
• In asset reports: the maintenance summary shows an overdue count, and the compliance report lists the overdue schedules.

FSM Navigator also checks schedules several times a day and sends alerts:

• Maintenance due — an alert appears in the Alerts tab as a schedule's due date approaches.
• Overdue maintenance — an alert appears in the Alerts tab naming the asset, the schedule, the due date, and how many days it is overdue. You get at most one alert per schedule per day, and its severity rises from warning to critical the longer the schedule stays overdue.
• If your company has Telegram notifications connected, the overdue alert is also sent there.

Edit or remove a schedule

Edit a schedule

1. Open the Maintenance tab and select the Schedules sub-tab.
2. Click Edit on the schedule you want to change.
3. Update the fields and click Save Schedule.

Pause a schedule

If an asset is temporarily out of service, you can pause its maintenance schedule rather than deleting it:

1. Click Edit on the schedule.
2. Set Status to Paused and click Save Schedule.
3. The schedule stops generating jobs until you set it back to Active.

Delete a schedule

1. Click Delete on the schedule in the Schedules sub-tab.
2. Confirm the deletion.

Related guides

• Asset lifecycle — understand how asset statuses relate to maintenance
• Meters & readings — trigger maintenance based on usage thresholds
• Reports — generate maintenance due reports
• Create a job — learn about the job workflow