Creating a fixed-date maintenance plan

Available for

• Roles: Administrator
• Plans: Starter, Premium, On demand

A fixed-date maintenance plan automatically generates tasks on specific dates according to a defined frequency (days, weeks, months, or years).

A plan can be created:

• from the maintenance plans search page;
• or directly from the equipment for which you want to create it.

Creating a maintenance plan involves three steps:

• Filling out general information,
• Scheduling, and
• Validation.

General Information

These details must be filled in before moving to the scheduling step.

• Equipment (required): Choose the equipment or spare part for which the maintenance plan is being created.
• Description (required): Define the description of the interventions that will be performed. Please click here to see how to format the description using markdown.
• Specify if the maintenance plan is regulatory.
• Assignees (required): This allows you to assign people or teams to a maintenance plan.
• Observers (optional): Users who need to be notified upon completion of each task in this maintenance plan.
• Labels (optional): Simplify task classification. Labels can be pre-defined to describe work orders, indicating information such as urgency levels, possibility of intervention without machine stoppage, etc. To learn more about using labels, click here.
• Planned Maintenance Time (optional): The scheduled duration for preventive or corrective maintenance tasks, minimizing production downtime.
• Planned Stopped Time (optional): Refers to periods during which equipment is intentionally stopped for maintenance, inspections, or repairs.
• Spare Parts to Provide (optional): Helps plan the intervention effectively by anticipating required parts.
• Checklist (optional): Represents check points or procedures to follow during the intervention.

Planning

Trigger

Choose the type of trigger that suits your needs.

This article covers only the fixed-date maintenance plan, where tasks are generated on specific dates.

Frequency

The frequency defines the rule for generating tasks.

You can set a frequency in:

• days;
• weeks;
• months;
• years.

Depending on the frequency chosen:

• Weeks: select one or more specific days.

This setting allows planning to match operational constraints (for example, avoiding weekends).

• Months:

  • by day of the month (e.g., the 15th of the month);

  

  • or by rule (e.g., Monday of the 2nd week of the month).

  

First occurrence (task) of the plan

The first task is scheduled on the first valid date after the date entered in “From”, according to the chosen frequency.

To set a specific date for the first occurrence:

• choose a monthly frequency;
• select the day of the month;
• then enter this same date in “Start from”.

⚠️ If the date entered does not match the selected day, the first task will automatically be scheduled on the next date that follows the rule.

Estimated duration of each task

The estimated duration of tasks can be defined in days, hours, or minutes.

Start Date of the Maintenance Plan

Select the date and time when the schedule will begin.

By default, the application proposes the current date and time, but you can choose a later date.

Tasks will then be generated from this date according to the defined frequency (first date matching the rule).

During configuration, the calendar shows:

• upcoming tasks;
• the scheduling rule;
• real-time updates based on the defined parameters.

Validation

Once parameters are set, verify the information and the schedule.

If everything is correct, click Create a maintenance plan at the bottom of the page. A confirmation message will appear.

If you need to go back, click Back.

Key elements of a maintenance plan

Once created, the plan displays the following information:

• Frequency

  Shows the generation rule and the planned duration for each task.

• Next occurrence

  Corresponds to the next task to be performed.

• Task list

  Allows you to view only the tasks generated by this plan.

• History

  The History section shows modifications to the plan:

  • user who made the change;
  • date of the change;
  • previous schedule and new value.

Key points

• A fixed-date plan automatically generates tasks according to the defined frequency.
• The first task is scheduled on the first date matching the rule after the start date.
• The calendar allows you to immediately visualize upcoming occurrences.