Create a Preventative Maintenance Task (MOP)

Create a Preventative Maintenance Task (MOP)

Preventative Maintenance (PM) Tasks help properties proactively maintain rooms, equipment, and facilities before problems occur. Rather than waiting for equipment failures or guest complaints, PM tasks allow maintenance teams to perform scheduled inspections and maintenance activities that improve reliability, safety, and operational efficiency. Once configured, Preventative Maintenance Tasks are automatically generated and assigned based on the schedule you define. With the exception of early assignments, these tasks do not require daily manual assignment and will automatically appear on the assigned employee's task list when due. Benefits of Preventative Maintenance include:
  1. Reducing unexpected equipment failures
  2. Extending the lifespan of assets
  3. Improving guest satisfaction
  4. Enhancing safety and compliance
  5. Reducing emergency maintenance costs
  6. Improving operational efficiency

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Path: Dashboard > Prev. Maint. Tasks

Create a Preventative Maintenance Task

1. Add a New Preventative Maintenance Task - Click Add Prev Maint Tasks.


2. Select the Room or Area - Choose the room number or common area where the preventative maintenance task will apply. If the maintenance should apply to every guest room, select All Rooms.
Idea
Selecting "All Rooms" will create a task for every room simultaneously, which may overwhelm your task list. If you prefer to distribute preventative maintenance over time, you can create tasks for a few rooms with a start date of today, and then create additional tasks for other rooms with start dates of tomorrow or a few days later. Continue this process until all rooms are covered. This approach will spread the preventative maintenance tasks gradually, so the maintenance team won't face a large list of tasks all at once.

3. Select the Maintenance Duty - Choose the maintenance duty or task type from the dropdown list. Examples may include:
  1. HVAC Inspection
  2. Appliance Maintenance
  3. Deep Cleaning
  4. Equipment Inspection
  5. See Notes


4.  Select the Priority - Choose the task priority:
  1. High
  2. Medium
  3. Low
Priority helps employees identify which tasks require immediate attention.


5. Assign the Employee and Verification Type - Select the employee who will perform the task. Then review the verification type, which is typically determined automatically based on the employee's profile. Verification options include:
  1. Self Verification - The task is automatically marked as Verified when completed.
  2. Supervisor Verification - The task must be reviewed and verified by a Maintenance Supervisor or authorized manager after completion.


6. Select the Recurrence Type - Choose how the maintenance schedule will be tracked.
  1. Days Counter - Maintenance is triggered based on the passage of calendar days. (Example: Every 90 days)
  2. Days Rented - Maintenance is triggered based on room occupancy and usage. (Example: Every 60 occupied rental days)
7.  Enter the Recurrence Interval - Enter the number of days between maintenance occurrences.
Example:
  1. Every 30 days
  2. Every 60 days
  3. Every 90 days
This determines how frequently the task will be generated.


8. Configure the Schedule - Scroll down and select:
  1. Start Date
  2. Start Time
  3. End Time
These settings determine when the maintenance schedule becomes active and when tasks should be completed.

9.  Configure the Counter - Enter the number of times the task should repeat. (Example: 12 = Task repeats 12 times)


10.  Activate the Task - Select the Active checkbox. Only active preventative maintenance schedules will generate tasks.

11. Add Notes - Use the Notes field to provide additional instructions or information. This is especially useful when:
  1. Explaining maintenance procedures
  2. Providing equipment-specific instructions
  3. Using the See Notes duty option
  4. Including safety information
Example:
"Inspect HVAC filter and replace if excessive dust buildup is present."


12. Save the Schedule - Click Save to create the Preventative Maintenance Task. Once saved and active, MOP will automatically generate maintenance tasks according to the schedule.

Why Use Preventative Maintenance Tasks?

Preventative Maintenance Tasks help properties:
  1. Prevent equipment failures
  2. Extend asset life
  3. Improve room quality
  4. Reduce emergency repairs
  5. Increase maintenance accountability
  6. Improve guest satisfaction
  7. Maintain operational consistency
Notes
Tasks are automatically generated according to the schedule.
Selecting All Rooms may create a large number of maintenance schedules.
Days Counter and Days Rented provide different scheduling methods.
Only active schedules generate tasks.

Still Need Help With This Topic?

Ask Yourself
  1. Did I select the correct room or area?
  2. Is the recurrence type configured correctly?
  3. Did I activate the schedule?
  4. Is the correct employee assigned?
  5. Did I enter any necessary instructions in the Notes field?
Support May Ask You
  1. What Site ID are you working with?
  2. Which preventative maintenance task are you creating?
  3. Are you using Days Counter or Days Rented?
  4. Is the task active?
  5. Can you provide screenshots of the schedule configuration?

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