Planned maintenance that recurs — servicing, testing, inspections — lives in the Operations Hub so it happens on time without anyone holding the schedule in their head.
Creating a schedule
Operations Hub → Add Maintenance Schedule. Set the title, Category, Frequency and Provider, and say where it happens. Choose One-off only for something that doesn't recur.
Assign it to a person, or leave it Nobody assigned and pick someone when it comes up.
Location and floor
Tasks carry a Floor and a Location or area. With Require floor before location on, you choose the floor first and the location narrows to it. Plant that serves the whole building is set to Whole building / not floor-specific.
Due statuses
On Track, Due Soon, Due This Week, Overdue. The board also filters by Today and Upcoming.
Reminders, and how the chase escalates
This is set once in Settings → Email → Notifications → Reminder timing, and applies to every maintenance task including compliance renewals raised automatically.
- Maintenance "due soon" warning — how many days before the due date the first warning goes out. It sends again on the day itself. Set it to 0 for the day only.
- Maintenance reminder chain — an escalating list of days before the due date, for example
30, 14, 7, 1. Assignees and admins are emailed at each step until the task is completed, so a chase that is being ignored keeps arriving rather than going quiet. - Overdue chase days — once a task is late, chase on these intervals: 1, 3, 7, 14 or 30 days. At least one must stay selected, or an overdue task would fall silent.
Completing a task
Mark it Complete Task with Completion Notes and, where you want proof, a Completion photo. Cancel task is there for work that genuinely shouldn't happen — cancelling is recorded, unlike deleting.
The next occurrence is created automatically from the frequency, dated from the completion.
Seeing what happened
Completion Log holds the history for every schedule: date, who completed it, notes and photo.