Preventive Maintenance — Upfront Ticket Generation

Overview

When you create a Preventive Maintenance schedule, BlueClerk automatically generates ALL visit tickets for the next 12 months upfront - not one-at-a-time via cron. This ServiceTitan-style approach gives you complete visibility into upcoming work, makes scheduling easier, and ensures no PM visits are forgotten.

How It Works

Automatic Ticket Creation

When you create or approve a PM schedule:

1. BlueClerk calculates all visit dates for the next 12 months based on frequency
2. Creates OPEN tickets immediately for each visit
3. Each ticket includes:
   • Due date (when the visit should happen)
   • Description with month/year (e.g., "HVAC Maintenance - March 2025")
   • Link to the PM schedule
   • Customer and property information

Ticket Quantities by Frequency

• Monthly = 12 tickets
• Quarterly = 4 tickets
• Biannual = 2 tickets
• Annual = 1 ticket

After Creation

Viewing Generated Tickets

After creating a PM schedule:

1. A summary modal appears showing all generated visit dates
2. Review the schedule to confirm dates look correct
3. Find tickets in your normal tickets list with [PM] prefix
4. Schedule jobs from these tickets as needed throughout the year

PM Reminders

The daily PM reminder cron (10am UTC) now:

• Sends notifications only - no longer creates tickets
• Reminds you of upcoming visits based on reminderDaysBefore setting
• Helps you schedule PM tickets before they're due

Benefits

Complete Visibility

• See all PM work for the year immediately after setup
• Plan technician schedules weeks or months in advance
• No surprise PM visits - everything is visible upfront

Easier Scheduling

• Schedule PM jobs just like any other ticket
• Assign to technicians in advance
• Batch schedule multiple PM visits at once

Never Miss a Visit

• All visits are documented from day one
• Reminder notifications alert you before due dates
• Track completion as you close out each PM ticket

Tips

• Review the generated dates in the summary modal before closing
• Use filters to view only PM tickets: look for pmScheduleId in ticket filters
• Schedule in batches - pick a day each month to schedule next month's PM visits
• Set appropriate reminder days (default 14) so you get advance notice

Questions

Q: What happens if I need to adjust a PM schedule after creation?
A: Future tickets remain as-is. You can manually reschedule individual tickets or update the PM schedule settings for future visits.

Q: Can I delete individual PM tickets if a visit gets cancelled?
A: Yes - delete or close the ticket normally. It won't affect other visits in the schedule.

Q: How do I see all PM tickets for a specific schedule?
A: Filter tickets by the PM schedule ID or look for the [PM] prefix in ticket descriptions.