Preventive Maintenance
Create periodic maintenance plans, track upcoming tasks, and proactively prevent equipment failures.
Quick Start
The Preventive Maintenance screen allows you to define recurring maintenance tasks for your equipment and automatically convert these tasks into work orders when their time comes.
Trigger Types
| Trigger | Description | Example |
|---|---|---|
| Time-Based | At fixed intervals (day, week, month, year) | Oil change every 3 months |
| Usage-Based | Based on operating hours or production quantity | Filter replacement at 500 operating hours |
| Calendar-Based | On a specific date or seasonal | General overhaul every January |
| Manual | One-time task triggered by user request | Special situation maintenance |
Maintenance Plan Fields
| Field | Required | Description |
|---|---|---|
| Plan Name | Yes | Identifying name of the maintenance plan |
| Asset | Yes | Equipment the maintenance applies to (selected from Asset Registry) |
| Trigger Type | Yes | Time, usage, calendar, or manual |
| Frequency / Threshold | Yes | Interval or value depending on trigger type |
| Estimated Duration | No | Estimated completion time for the maintenance (hours) |
| Responsible Technician | No | A dropdown of employees tagged with the technician capability in Personnel (HR > Employees > Work & Position tab). Falls back to a free-text field only if no employee currently has that capability assigned. |
| Task List | No | Step-by-step checklist (checked off during maintenance) |
| Required Materials | No | Spare parts and consumables to be used |
Advance Warning Period
By entering a number of days in the "Advance Warning" field, you can have a reminder sent to the responsible person before the maintenance date arrives. For example, a 7-day advance notification allows time to procure spare parts.
Maintenance Calendar View
All active maintenance plans are listed in the calendar view with color coding:
- Green: Scheduled maintenance not yet due
- Yellow: Upcoming maintenance (within warning period)
- Red: Overdue / expired maintenance
- Blue: Completed maintenance
Automatic Work Order
When the trigger condition is met, the system automatically creates a new work order in the Work Orders screen. An instant notification is sent to the responsible technician and a link to the maintenance plan is added.
Bulk Selection & Actions
Each row in the Preventive Maintenance table has a selection checkbox, and the table header includes a "select all" checkbox for the currently filtered list. Once one or more tasks are selected, a bulk action bar appears above the table:
Set Status
Apply a new status (Scheduled / In Progress / Completed / Skipped) to every selected task at once.
Bulk Delete
Delete all selected tasks after an inline confirmation step.
Clear Selection
Deselect all tasks and dismiss the bulk action bar.
Checkbox style follows your Settings
The shape of the selection checkbox (circle or square) and whether a checkmark icon is shown inside a selected checkbox are controlled from Settings → Appearance → List View, and apply consistently across every multi-select table in TotalApp, including this screen.
AI Assistant
An AI Assistant panel can be opened from the tab on the right edge of the screen. It reads the preventive maintenance task list — or, if you've selected specific rows, just that selection — as context and answers questions in a chat interface.
Due-Date Analysis
Identifies overdue and soon-due tasks that need immediate attention.
Coverage Review
Flags assets with sparse or missing preventive maintenance task coverage.
Workload Review
Identifies technicians carrying a heavy upcoming task load.
Frequency Review
Highlights tasks whose frequency may be too loose or too tight for their type.
Selection becomes the AI's context
Select a subset of rows before opening the assistant to scope its analysis — for example, select only one asset's tasks and ask it to review just that group.
Save as Report
Any assistant reply can be saved as a report with one click — it's added to My Reports with a title derived from your question and the current month/year, so recurring PM reviews stay easy to find later.