Planned Maintenance

About the Planned Maintenance Module

When you have a plan for checking your equipment or maintaining clean rooms, it becomes easier to manage assets and extend their service life.

The Planned Maintenance module in Service Automation simplifies this process by scheduling services like janitorial, pest control, and electrical maintenance without requiring your constant involvement. ServiceChannel ensures smooth operation of work orders, notifies providers of upcoming work, and alerts you if any issues arise.

Watch the overview video below to understand how the Planned Maintenance module works:

Work orders created under the PM module differ from those created under the Service Request module or Dashboard. When configured, work orders may automatically dispatch to the assigned contractors, and automatically invoice as well.

There are three pages within the Planned Maintenance module:

  • PM Services: Here you can schedule recurring PM services that will automatically generate work orders according to the configured frequency cycles. For example, you can set up ongoing fire extinguisher services, HVAC services, or pest control services for each location.
  • PM Locations: Here you can set up and manage PM services by Location.
  • PM Templates: Here you can upload PM work orders in bulk, such as special projects or non-recurring PM services.
⦿ How to Access the Preventive Maintenance Module
  1. On the top-left corner of the screen, click the menu icon and select Planned Maintenance > PM Services. The PM Services page displays. 

You must have Power User permission to access the Planned Maintenance module. See Permissions for more information.

Planned Maintenance Setup in 4 Steps

Planned Maintenance setup consists of 4 steps:

  1. Add a new Planned Maintenance Service. In this step, you enter brief information about a PM service, such as description, category, trade, priority, and others. 

  2. Add a new Frequency. Here, you select how often and when you want your service to be repeated. For example, you want the floor cleaning maintenance to happen 2 times a week on Mondays and Thursdays in summer.

  3. Select Locations. In this step, you attach the needed locations, where you want your planned maintenance service to be performed, to the schedule. For example, a regular floor cleaning must be performed at 2 restaurants in Brooklyn.

  4. Add Assets. Let’s say you have the HVAC appliances or dishwashers that require annual inspection at your restaurants. In this case, link the PM services to the corresponding assets of the selected locations in Brooklyn.

Combine the PM Module with Others to Optimize
Your Facilities Program

Watch the video below to learn how you can reduce costs of planned maintenance services using Contracted Services and Analytics of ServiceChannel.

Contracted Services

Should you have an agreement with your provider on the planned services to perform, enter its details into the Contracted Services module and connect the contract to the PM frequencies.
Thus, you gain visibility into the work orders created as a result of a contracted service.

⦿ How to Use Contracted Services with the Planned Maintenance Module
  1. Create or select a contract in the Contracted Services module.
  2. Connect PM frequencies to the contract.
  3. Track all work orders generated under the specific contract.

Learn more about Contracted Services.


The Maintenance category of work orders is included in Analytics which allows you to get the relevant information on the expenses spent on PM services and make data-based decisions. 

⦿ How to Use Analytics with the Planned Maintenance Module
  1. Navigate between the Analysis tabs to view the necessary data. 
  2. Select the date of the analysis. You can select both the past and upcoming periods.
  3. Select the Maintenance category in the filter of Analytics.
  4. (Optional) Apply any other filters you need.
  5. Click Update.
    The visual data appears, and you can view:
  • Expenses spent on maintenance.
  • Provider’s work analysis.
  • The upcoming maintenance work orders, and more

Learn more about Analytics.