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Maintenance Scheduling

This guide covers setting up and managing maintenance schedules for your assets, including preventive maintenance programs and service tracking.

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Accessing Maintenance

Navigate to Assets > Maintenance from the sidebar or go to /maintenance

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Maintenance Overview

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What is Maintenance?

Maintenance in Taskr tracks all service activities for your assets:

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Maintenance vs. Inspections

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The Maintenance List

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List View

The maintenance list displays:

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Filtering Maintenance

Quick Filters:

• Status: On Track, Due Soon, Overdue, Completed
• Type: Preventive, Corrective, Predictive
• Asset Type: Filter by equipment category
• Location: Filter by site

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Creating Maintenance Schedules

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Setting Up a Schedule

1. Go to Maintenance
2. Click Create Schedule
3. Enter schedule details:
   • Schedule name
   • Asset or asset type
   • Maintenance type
   • Frequency
4. Define tasks to complete
5. Click Create

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Schedule Information Fields

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Frequency Options

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Defining Maintenance Tasks

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Adding Tasks to Schedule

1. Open maintenance schedule
2. Go to Tasks section
3. Click Add Task
4. Enter task details:
   • Task description
   • Estimated duration
   • Required parts/materials
   • Instructions
5. Repeat for all tasks
6. Save

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Task Information

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Task Templates

Create reusable task templates:

1. Go to Settings > Maintenance Templates
2. Click Create Template
3. Add standard tasks for asset type
4. Save template
5. Apply to new schedules

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Service Intervals

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Setting Service Intervals

Based on manufacturer recommendations:

1. Open asset detail
2. Find Service Interval field
3. Enter recommended frequency
4. System suggests maintenance schedule

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Common Service Intervals

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Maintenance History

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Viewing Service History

1. Open asset detail
2. Go to Maintenance History tab
3. See all past service records

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Service Record Details

Each record includes:

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Recording Completed Maintenance

From Maintenance Schedule:

1. Open maintenance schedule
2. Click Record Service
3. Enter completion details
4. Mark tasks completed
5. Add notes and photos
6. Save

From Job:

1. Complete maintenance job
2. Service automatically recorded
3. Next due date calculated

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Generating Maintenance Jobs

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Automatic Job Creation

When maintenance becomes due:

1. System creates job automatically
2. Job assigned based on rules
3. Technician notified
4. Job includes all maintenance tasks

Configure automatic job creation:

1. Open maintenance schedule
2. Enable Auto-Create Jobs
3. Set lead time (days before due)
4. Select job template
5. Save

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Manual Job Creation

1. Open maintenance schedule
2. Click Create Job
3. Review pre-filled details
4. Assign technician
5. Schedule date
6. Create job

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Maintenance Alerts

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Alert Types

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Configuring Alerts

1. Go to Settings > Notifications
2. Find Maintenance section
3. Enable desired alerts
4. Set recipients
5. Save

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Tracking Maintenance Costs

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Recording Costs

When completing maintenance:

1. Open service record
2. Go to Costs section
3. Add:
   • Labor hours
   • Parts used
   • Materials
   • External services
4. Save

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Cost Reports

View maintenance spending:

1. Go to Reports > Maintenance Costs
2. Filter by date range
3. Group by asset, location, or type
4. Export if needed

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Bulk Maintenance Operations

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Scheduling Multiple Assets

For fleet or equipment groups:

1. Select multiple assets
2. Click Bulk Actions > Schedule Maintenance
3. Select schedule template
4. Review and confirm
5. Schedules created for all

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Updating Multiple Schedules

1. Select schedules from list
2. Click Bulk Actions
3. Choose action:
   • Update frequency
   • Change status
   • Reassign
4. Confirm

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Best Practices

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Preventive Maintenance

• Follow manufacturer recommendations
• Adjust intervals based on usage
• Document all service thoroughly
• Track parts replacement dates

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Schedule Management

• Review overdue items weekly
• Plan maintenance during low-demand periods
• Group nearby assets for efficiency
• Keep spare parts stocked

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Documentation

• Record all work performed
• Include before/after photos
• Note any concerns found
• Update asset condition status

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Troubleshooting

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Schedule Not Generating Jobs

1. Verify schedule is active
2. Check Auto-Create Jobs is enabled
3. Confirm lead time settings
4. Verify asset is active status

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Due Date Incorrect

1. Check last completed date accuracy
2. Verify frequency setting
3. Review any manual overrides
4. Recalculate if needed

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Maintenance Not Appearing on Asset

1. Verify schedule is linked to asset
2. Check asset status is active
3. Refresh asset detail page
4. Verify permissions to view maintenance

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