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Preventive Maintenance Schedules

Automate recurring maintenance with PM schedules that create tickets automatically and link to approved estimates

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OverviewHow It WorksCreating a PM ScheduleManaging PM SchedulesPM Schedule DetailsTipsQuestions

Overview

Preventive Maintenance (PM) Schedules automate recurring maintenance work like HVAC tune-ups, filter changes, or seasonal inspections. Set up a schedule once, and BlueClerk creates tickets automatically when they're due - you never forget a customer's maintenance needs. When you approve an estimate with a property, BlueClerk prompts you to set up a recurring PM schedule linked to that estimate, making it easy to convert one-time jobs into ongoing service contracts.

How It Works

Automatic Ticket Creation

Every morning at 10am UTC, BlueClerk checks all active PM schedules:

  • Creates tickets for schedules that are due
  • Adds [PM] prefix to ticket descriptions so you know it's from a schedule
  • Sends notification to admins: "PM Due: HVAC at 628 Arabian Colt"
  • Does NOT notify homeowner - you handle customer communication

Schedule Frequency Options

  • Weekly - Every 7 days
  • Every 2 weeks - Every 14 days
  • Monthly - Same day each month
  • Quarterly - Every 3 months
  • Semi-annually - Every 6 months
  • Annually - Once per year

Creating a PM Schedule

From Estimate Approval

When you approve an estimate:

  1. Approve the estimate with a property
  2. A dialog appears asking if you want to set up a PM schedule
  3. Click "Set Up Schedule" to create one, or "Skip" if not needed
  4. The edit dialog opens with customer and property pre-filled from the estimate
  5. Choose frequency and fill in schedule details
  6. Save to activate the schedule

From PM Schedules Page

  1. Click "Finance" in the sidebar
  2. Select "PM Schedules" from the flyout menu
  3. Click "New PM Schedule"
  4. Fill in the details:
    • Customer: Choose the customer
    • Property: Select which property needs maintenance
    • Service Type: What maintenance is needed (HVAC, plumbing, etc.)
    • Description: Brief description of the work
    • Frequency: How often to create tickets
    • Start Date: When to begin the schedule
    • Linked Estimate (optional): Connect to an approved estimate for pricing reference

Managing PM Schedules

Editing a Schedule

You can edit any PM schedule from the PM Schedules page:

  1. Find the schedule in your PM Schedules list
  2. Click the edit icon or the schedule row
  3. Update any details - frequency, description, customer, property, linked estimate
  4. Save changes

Canceling a Schedule

When you cancel a PM schedule:

  1. Open the schedule for editing
  2. Click "Cancel Schedule" button
  3. Confirm cancellation in the dialog that appears
  4. The schedule stops creating tickets immediately
  5. Existing tickets remain - canceling doesn't delete past work

Important: A confirmation dialog now appears when you click Cancel to prevent accidental deletions. You must confirm before the schedule is canceled.

Deleting a Schedule

To permanently remove a PM schedule:

  1. Open the schedule for editing
  2. Click "Delete" button (separate from Cancel)
  3. Confirm deletion - this removes the schedule entirely
  4. The schedule is gone and won't create future tickets

PM Schedule Details

What Gets Created

When a PM schedule triggers:

  • New ticket with [PM] prefix in description
  • Assigned to property from the schedule
  • Service type matches the schedule
  • Due date based on schedule frequency
  • Admin notification sent automatically

Tracking

  • Last Run Date - When the last ticket was created
  • Next Run Date - When the next ticket will be created
  • Status - Active or Canceled
  • Linked Estimate - Optional reference to the original approved estimate

Tips

  • Set up PM schedules when you complete seasonal work to ensure customers remember you next year
  • Use descriptive names like "Annual HVAC Tune-Up - Spring" so you know what the ticket is for
  • Start dates should be when you want the FIRST ticket created, not when you created the schedule
  • Link to approved estimates to reference pricing when creating invoices from PM tickets
  • Review your schedules quarterly to ensure they're still relevant for your customers

Questions

Q: What if I need to skip one occurrence? A: Cancel the auto-created ticket for that occurrence. The schedule will continue creating tickets on the regular frequency.

Q: Can I pause a schedule temporarily? A: Cancel the schedule, then create a new one when you're ready to resume. Update the start date to when you want it to begin again.

Q: What happens to tickets already created if I cancel a schedule? A: Existing tickets remain - canceling only stops future ticket creation.

Q: Can I edit a PM schedule after it's been running? A: Yes, you can edit any active schedule. Changes apply to future tickets, not ones already created.

Q: What if I delete a schedule by accident? A: Deleted schedules cannot be recovered. You'll need to create a new schedule. Use the confirmation dialog carefully.

Q: Can I link multiple PM schedules to the same estimate? A: Yes, you can create multiple PM schedules (different frequencies or service types) and link them all to the same approved estimate.

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