Preventive Maintenance Schedules

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.

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

Auto-Advance

When you complete a job linked to a PM ticket, the schedule automatically advances:

• Monthly → +1 month
• Quarterly → +3 months
• Biannual → +6 months
• Annual → +12 months
• Custom → Does not auto-advance (you set the next date manually)

Creating a PM Schedule

1. Go to Schedule in the sidebar
2. Click "PM Schedules" from the flyout menu
3. Click "Add Schedule"
4. Search for a property using the autocomplete field
5. Fill in schedule details:
   • Service Type: HVAC, Plumbing, Electrical, etc.
   • Description: What work needs to be done
   • Frequency: Monthly, Quarterly, Biannual, Annual, or Custom
   • Mode: Pinned Date or Flexible Month
   • Next Date/Month: When the first ticket should be created
   • Reminder Days: How many days before the due date to create the ticket (1-90)
6. Click "Create Schedule"

Schedule Modes

Pinned Date

Use for work that must happen on a specific date:

• Example: Annual HVAC tune-up on May 15th every year
• Behavior: Ticket is created when you're within the reminder window
• Auto-advance: Adds months to the exact date

Flexible Month

Use for work that can happen anytime during a month:

• Example: Quarterly filter change - any time in January, April, July, October
• Behavior: Ticket is created on the 1st of the target month
• Auto-advance: Adds months to the month/year

Managing PM Schedules

Viewing Your Schedules

The PM Schedules page shows:

• Property address where work is needed
• Service type and description
• Frequency (Monthly, Quarterly, etc.)
• Next due date or month
• Status (Active, Paused, Cancelled)

Pause/Resume

• Pause a schedule when a customer is on vacation or requests a break
• Resume to reactivate automatic ticket creation
• Paused schedules won't create tickets until resumed

Delete

• Delete a schedule to stop it permanently
• Existing tickets created by the schedule are not affected
• Use pause instead if you might need the schedule again

Tips

• Use Flexible Month for routine maintenance that doesn't need exact dates
• Use Pinned Date for seasonal work tied to specific times (spring tune-ups, winterization)
• Set reminder days based on how far in advance you want to schedule the work
• Check the PM Schedules page regularly to see what's coming up
• Custom frequency is useful for one-time or irregular schedules - just remember it won't auto-advance

Questions

Q: What if I complete the work early? A: The schedule advances from the original due date, not when you completed it. If you complete work early consistently, adjust the schedule's next date manually.

Q: Can I edit a PM schedule after creating it? A: Yes - open the schedule from the list and click Edit to change any details including frequency, mode, or next due date.

Q: What happens if I delete a PM schedule? A: The schedule stops creating new tickets, but any tickets already created remain in your system. If you might need the schedule again, use Pause instead.

Q: How do I know which tickets came from PM schedules? A: Look for the [PM] prefix in the ticket description, or check the ticket's detail page - it will show which PM schedule created it.

Q: Can I create a PM schedule for a customer without a property? A: No - PM schedules require a property address. Add the property first, then create the schedule.