Planned Preventative Maintenance (PPM) helps ensure that scheduled maintenance tasks are completed efficiently and on time. This guide outlines how to create, manage, and optimise your PPM schedules to maintain service quality and compliance.
Contracts
➡️ Locate the Customer record > Quick links > Contracts > Add new contract
Setting up a PPM Schedule
➡️ Step 4 Asset, PPM, Services and Job allowance
Navigate to PPM > Edit.
Select a PPM template on the left to display the scheduler.
Set the schedule manually or use the Set Weeks feature to auto-populate jobs based on frequency.
Adding a PPM
➡️ Click Add PPM.
Search for the PPM template name.
Click Add PPM and complete the side panel details.
Click Add PPM again to save.
Additional PPMs can be added to a contract if they have been created as PPM templates prior.
Deleting a PPM
➡️ Click Delete next to the PPM.
Type "delete" to confirm.
Click Delete to remove the inline PPM template.
Adding a Task
➡️ Click Add Task.
Complete the side panel details:
Task Title
Notes
Criticality Level:
Discretionary
Function-Critical
Mandatory
Statutory/Legal
Task Occurrence (e.g., Weekly, Monthly, Annually)
Click Add Task to save.
Checking for Missing Tasks
➡️ Click Check for Missing Tasks.
Any tasks that are partially scheduled will be highlighted in red.
Optimising the PPM Schedule
➡️ Click Suggest Optimisation.
Click the yellow square to accept the suggestion.
This feature suggests combining tasks to minimise visits.
Downloading the PPM Schedule
➡️ Click the Download icon 
to export an Excel spreadsheet.
The file will automatically download to your default location.
If the PPM name is longer than 31 characters or contains special characters / or \ it cannot be downloaded due to an Excel limitation.
Scheduling PPM Jobs
PPM jobs can be scheduled in two ways:
Automatically Scheduling Jobs
➡️ Click Set Weeks.
Select the start week/start month.
Click Set Weeks again to confirm.
The system will automatically schedule jobs based on the selected pattern.
Default settings: Every 1st month and Every 1st week.
If jobs are added manually, the system will not override them.
Manually Scheduling Jobs
Click the squares in the scheduler to build the schedule.
Each square represents a job occurrence.
Ensure all task requirements are met to complete the schedule.
Key details:
Frequency (e.g., 1M = once a month)
Number of occurrences (e.g., 0/12 means 0 out of 12 scheduled jobs)
You cannot add more jobs than the required amount.
Each task has a circle indicating the occurrence frequency, and numbers next to the task (e.g., 0/12) represent how many jobs have been scheduled vs. expected.
Tasks can be Edited, Deleted, or Skipped as needed.
Colour-coded segments help differentiate schedules, and only one job per segment is allowed.
To complete the PPM schedule, at least one asset must be associated with the property.
A red warning triangle appears if no asset is added or if all tasks are not scheduled. Once complete, this changes to a green tick.
One PPM job will be created for multiple schedules if they have the same job description and chargeable. If not, each schedule will create separate jobs.
Colour Key for PPM Tasks
A colour-coded system is used to indicate the status of tasks within the PPM scheduler:
Colour Code | Meaning |
Blue | Job is planned. |
Dark Red | The job wasn’t created because the contract start date was set in the past. |
Light Red | Skip task. |
Pink | The task was skipped. |
Light Green | Job is created. |
Light Blue | Job is scheduled. |
Yellow | Task suggestion. |
Purple | Task suggested to another window. |
Dark Green | Job is complete. |
Green | Job is closed. |
Dark Brown | The job was deleted by a user. |
Modifying Scheduled Jobs
Jobs can be adjusted within the scheduler if required.
If changes are needed after jobs have been created, manually adjust the schedule or reapply the Set Weeks feature.