Plan recurring maintenance with checklists

A maintenance plan turns the promise in a service contract - "four preventive visits a year" - into scheduled work. You say how often a site is visited, by which technician and against which checklist; the system creates each visit ahead of time, so nobody has to remember.

Before you start

• The contract must be a service contract and active.

• The site must be one of the contract's account sites.

Create the checklists first

A checklist is the list of checks a technician answers on site.

1. Open CRM › Service › Maintenance Plans and go to the Checklists tab.

2. Select New checklist. Type the Checklist name (and Checklist name (Arabic)), and choose the System / category and Visit type it is for.

3. Under Lines, select Add a line for each check. Write the Check (and Check (Arabic)) and choose the Answer type:

   • Pass / fail for a yes-or-no inspection;

   • Tick when done for a task;

   • Reading for a measurement, with its Unit, Min and Max; readings outside the range are flagged on the visit;

   • Text for a free answer.

4. Tick Required for lines that must be answered before the visit can be completed. Use Move up and Move down to order them, then select Save.

Saving a checklist replaces all its lines. Visits already generated keep the wording they were created with.

Create a plan

1. On the Plans tab, select New plan.

1. Choose the Service contract. It cannot be changed later. Then choose the Site; only the sites of the contract's account are offered.

2. Type the Plan name and choose the Frequency: Monthly, Quarterly, Every six months, Annual or Custom interval with the Interval (days).

3. Choose the Checklist and the Technician.

4. Set the Start date and, if the plan ends, the End date. The end date cannot be before the start date.

5. Keep it Active and select Save.

What the system does every day

• For each active plan on an active service contract, it creates the visits due in the next 30 days. Each one appears in service visits and in the technician's My visits.

• A visit still scheduled three days after its date becomes Missed, and the technician and the contract's owner are notified.

The plans list shows the Next due date of each plan. You can change the 30-day horizon and the three-day grace period in CRM settings.

Manage plans

• Filter by Service contract, Site, Technician and Active only or Inactive only, or search by name.

• Edit a plan to change its frequency, checklist, technician or dates. To stop a plan, make it inactive; visits already created stay.

• A contract's page also lists its plans on the Service tab.

Common questions

No visits appear for a new plan. Check that the contract is an active service contract and the plan is active. Visits are created by the daily job, up to 30 days ahead.

Can a technician see the checklist before the visit? Yes. It is on the visit in My visits as soon as the visit is created.