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Maintenance scheduling

Enterprise feature

Asset management is available on the Enterprise plan. Compare plans to find the right fit for your business.

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 asset's detail view.
  2. Select the Maintenance tab.
  3. Click Add Schedule.
  4. Fill in the schedule details:
Field Required Description
Schedule name Short description (e.g., "Quarterly filter change")
Frequency How often — daily, weekly, monthly, quarterly, or yearly
Start date When the schedule takes effect
End date Optional end date for the schedule
Description Detailed instructions for the technician
Estimated duration How long the service typically takes
Assigned technician Default technician for generated jobs
Priority Priority level for generated jobs
  1. Click Save Schedule.

Attach a checklist

You can attach a maintenance checklist to a schedule. When a job is generated, the checklist is included so technicians can mark each step as complete. This ensures consistency across different technicians.

Frequency options

Frequency Schedule runs
Daily Every day
Weekly Same day each week
Monthly Same date each month
Quarterly Every three months
Semi-annually Every six months
Yearly Same date each year

Automatic job creation

When a maintenance schedule reaches its due date, FSM Navigator automatically creates a job for the service. The generated job includes:

  • The asset name and tag in the job title.
  • Maintenance instructions from the schedule description.
  • The assigned technician (if specified on the schedule).
  • The checklist (if one is attached).
  • A link back to the asset record.

Jobs require a customer location

Automatic job creation requires the asset to be assigned to a customer location. If the asset does not have a location, the system creates the schedule but cannot generate jobs. Assign the asset to a location to enable automatic job creation.

How it works

  1. A background process checks maintenance schedules regularly.
  2. When a schedule is due, a new job is created with status Pending.
  3. Dispatchers can then assign or reassign the job as needed.
  4. Once the job is completed, the next occurrence is automatically calculated.

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:
Field Description
Service date When the service was performed
Service type The category of work (e.g., repair, inspection, replacement)
Description What was done during the service
Cost Total cost of the service
Performed by Technician who completed the work
Linked job Optionally link to an existing job record
  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.

Overdue maintenance alerts

When a scheduled maintenance date passes without the corresponding job being completed, the schedule is flagged as overdue. Overdue indicators appear:

  • On the asset's detail view with a red badge.
  • In the Maintenance section of the asset dashboard.
  • In maintenance due reports.

Do not ignore overdue maintenance

Overdue maintenance can lead to equipment failures, safety hazards, and voided warranties. Review overdue items regularly and reschedule or complete them promptly.

Edit or remove a schedule

Edit a schedule

  1. Open the asset's Maintenance tab.
  2. Click the schedule you want to edit.
  3. Update the fields and click Save.

Pause a schedule

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

  1. Open the schedule.
  2. Toggle Active to off.
  3. The schedule stops generating jobs until you reactivate it.

Delete a schedule

  1. Open the schedule.
  2. Click Delete Schedule.
  3. Confirm the deletion.

Deleting a schedule does not remove history

Removing a schedule only stops future job generation. All past service history entries connected to that schedule remain in the asset's service history.

Can I create multiple schedules for one asset?

Yes. An asset can have as many maintenance schedules as needed. For example, a commercial HVAC unit might have a monthly filter check, a quarterly refrigerant inspection, and a yearly comprehensive service.

What happens if a job from a schedule is not completed?

The schedule is flagged as overdue. The next occurrence is not generated until the current one is completed or manually skipped.

Can I link parts to a maintenance job?

Yes. Jobs generated from maintenance schedules work like any other job. You can add parts from your inventory, and usage is tracked automatically.