Scheduled Maintenance

Overview

Scheduled Jobs is a system function designed to store and manage all your periodic/scheduled tasks/activity, such as:

• Heat Pump/Air Con Servicing
• Lawn & Garden Maintenance
• Fire Alarm Systems & Equipment
• Home owner checks
• Building Compliance Inspections

This particular activity is vastly different from your regular service requests as they are structured and monitored/managed in a different manner. Think of the Scheduled Job as a 'Template' of sorts - you set it up with all the relevant detail including frequency, type (Serviceable Asset or Inspection only), and apply the required Subcontractor.

Job Categories

Operational Workflow

This is a brief overview of the operational workflow of a Scheduled Job:

Adding a New Scheduled Job

1. Navigate to Scheduled Jobs

   Select Scheduled Jobs from the side menu

2. Click Add

   Click the Add button to create a new scheduled job

3. Select Site/Property

   Select the relevant site or property for this scheduled job

4. Confirm

   Click Add to proceed to the job details

Scheduled Job Details - Page 1

Configure the basic information for your scheduled job:

1. Select Helpdesk

   Select the relevant Helpdesk for this job

2. Set Job Status

   Apply your Scheduled Job Status - this would normally be Active by default

3. Enter Job Name

   Give your Scheduled Job a Name. This could be as brief as "Heat Pump Servicing" or "Lawn Maintenance"

4. Add Job Description

   Add the Job description. This detail will carry over to the contractor job so include task details/scope of work for the contractor here

5. GL Code (Optional)

   Add GL Code if relevant for financial tracking

6. BWoF Link (Optional)

   Add BWoF link if this scheduled job is linked to a Building Warrant of Fitness

7. Select Category

   Apply the Scheduled Job category:

   • Serviceable Asset - for physical assets in the system
   • Scheduled Task - for recurring tasks with no physical asset
8. Add Tags (Optional)

   Add any Tags if applicable for filtering and organization

9. Select Service Type

   Add the Service Type - this will start filtering through the list of available contractors

10. Select Primary Contractor

    Select the Primary contractor for this Scheduled Job

11. Auto Create Contractor Jobs (BETA)

    Answer Yes or No if you want this Scheduled Job to automatically create the Contractor Job when it's due

12. Date for Next Due

    Choose which of the contractor job completion dates you wish to use to calculate the 'Next Due' dates:

    • Use Schedule Completion Due Date - uses the date the job was due to finish
    • Use Actual Completion Date - uses the date the contractor actually finished
13. Click Next

    Proceed to the Schedule Frequencies page

Scheduled Job Details - Page 2 (Schedule Frequencies)

Configure the frequency and timing of the scheduled job:

1. Select Schedule Frequency

   Select your Schedule 1 frequency (e.g., Monthly, Quarterly, Annual)

2. Create Days Prior (if Auto Create is on)

   If 'Auto create Contractor Jobs' is turned on, select how many days prior to the due date you want the system to create the new record

3. Schedule Name

   Give this Schedule a Name - could be as simple as "Monthly Lawn Maintenance"

4. Set Start Date

   Apply the Scheduled Job Start Date

   Important: When adding the start date, you need to back date it. For example, if you want the next schedule for an Annual Service to be done in October 2022, then add a start date of October 2021.

5. Cost Per Service (Optional)

   Add the costs per service if applicable - this helps with forecasting an annual budget for Scheduled Maintenance

6. Attachments (Optional)

   Add any attachments if relevant - these attachments will go to the contractor

7. Click Next

   Proceed to the Related Assets page

Scheduled Job Details - Page 3 (Related Assets)

If you selected "Serviceable Asset" as the category, configure the asset details:

1. Select Related Assets

   If you have selected a Scheduled Job Category of Serviceable Asset, you will be required to add the details of the asset here. This list will only show you Assets that are currently active for that particular site. Select all that are relevant.

2. Asset Images (Optional)

   Add any Asset Images if required

3. Attachments (Optional)

   Add any Attachments if required

4. Click Save

   Your new Scheduled Maintenance Job has now been created and is ready for use

Editing a Scheduled Job

If you have made an error or wish to change any of the detail, use the 'Edit' button from inside the Scheduled Job.

The next step from here is for the HelpDesk or Contact Centre to create the Contractor Job from this Scheduled Job as and when they become due.

Creating Contractor Service Jobs

This can be done either one Scheduled Job at a time or in bulk where you have the same frequency type, Asset type, and Subcontractor.

Creating a Single Contractor Service Job

1. Navigate to Scheduled Maintenance

   Select Scheduled Maintenance from the side menu

2. Select the Scheduled Job

   Choose the Scheduled Job you wish to create the Contractor Job for

3. Click Create Contractor Service

   Click on Create Contractor Service button

4. Select Service Schedule

   Select the relevant Service Schedule (Schedule 1, 2, 3, or 4)

5. Select Service Type

   Select the relevant Service Type - this will help filter through the available Contractors

6. Select Contractor

   Select the relevant Contractor. If the Contractor you need is not in the list, select Yes for "Show All Contractors"

7. Set On Site Due Date

   Add the On Site Due date. If there isn't one, just use the Completion Due date

8. Set Completion Due Date

   Add the Completion Due date

9. Add Short Description

   Add Short Description of works (e.g., "Heat Pump Service for October 2021")

10. Click Continue

    The Contractor Job is now created! The Contractor will now accept this job and assign it to a technician.

Bulk Creation of Contractor Service Jobs

Creating Contractor Service Jobs in bulk is easy - use the filters to set your criteria.

Bulk Creation Steps

1. Apply Filters

   Choose one frequency at a time and apply a date range. For example: "Show me all the jobs that have Annual as Scheduled 1 and is due during July"

2. Select Jobs

   Either:

   • Check the box in the top left corner of the table to select all showing in the list, or
   • Individually check the box next to each job you want to use
3. Create Contractor Service

   Hover over With Selected and select Create Contractor Service

4. Complete the Form

   The process is exactly the same as creating a single Contractor Service Job:

   • Select the relevant Service Schedule
   • Select the relevant Service Type
   • Select the relevant Contractor
   • Add the On Site Due date
   • Add the Completion Due date
   • Add Short Description of works
5. Click Continue

   Multiple Contractor Jobs will be created with the same information. The Contractor will now accept these jobs and assign them to technicians as required.

Available Schedule Frequencies

The system supports various frequency options for scheduled maintenance: