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How to Create PM (Preventative Maintenance) Schedules
How to Create PM (Preventative Maintenance) Schedules

Learn how to generate a PM schedule in FlowPath

Kaitlyn Costa avatar
Written by Kaitlyn Costa
Updated over a week ago

Preventative maintenance (PM) schedules are an essential part of ensuring the smooth operation of various processes in your organization. Whether you need to schedule routine equipment checks, filter changes, or any other maintenance task, this guide will help you set up and maintain your PM schedules efficiently.

The preventative maintenance module is best used when you want to schedule repeated preventative maintenance tasks that are assigned to a piece of equipment.

While assigning a specific piece of equipment to a PM task is optional, it's worth considering the use of the inspections module for tasks that are repetitive and don't require tracking to a particular piece of equipment.

Step 1: Accessing the PM Module

To access the PM Module, log in to your account and navigate to "PM Schedule" module from the Equipment tab found on the left hand side of your home work order dashboard.

If you do not have access to this module, please reach out to your FlowPath admin to update your user permissions.

Step 2: Creating a New PM Schedule

Click on the "Create PM" button to initiate the process.

Step 3: Filling Out PM Information

In the "PM Info" section, you'll need to provide the following details:

  • PM Subject: This is a short description of the PM task. Use a clear and concise title, such as "Filter Change - Elementary School."

  • Assigned To: Specify the user to whom the work order will be automatically assigned. This is optional and can be changed on the PM schedule work order.

  • Category: Assign a category to the PM schedule.

  • Priority: Set the priority level if it differs from standard work orders.

  • Estimated Labor Hours and Material Costs: You can input these for cost tracking purposes.

Step 4: Setting the PM Schedule Frequency

In the "Generate PM" section, you'll determine when the PM work orders should be generated.

Follow these steps:

  • Unit of Time: Choose time if you want these to be repeated on a regularly scheduled cadence. If you'd like to trigger PMs based on meter readings select from one of the defined values.

  • Cadence: Select how often you'll perform the maintenance (e.g., daily, weekly, monthly, quarterly).

  • Flexible Days (Optional) If you want to avoid PM tasks piling up, enable "Flexible Days" in the PM schedule settings. This feature allows you to set a grace period for completing the PM task before the next one is generated.

Note: If you choose "monthly on date" as the cadence work orders will be generated on the same number date each month. If you select "monthly on day," they'll be generated on the same day of the week (e.g., the fourth Thursday) each month.

Step 5: Skipping Months (if applicable)

If you need to skip certain months for PM tasks, you can specify them in this section.

Step 6: Adding Description and Checklist Items

In the "Description" section, input a detailed description of the PM task. You can also add checklist items that technicians can mark as completed during the PM.

Note: If you have a standard list of items (e.g., "grease bearings," "change filter"), you can include them in the checklist.

Step 7: Equipment Association

If your PM task is associated with specific equipment, you can link it here. This step is optional, but it can be helpful for tracking maintenance on individual pieces of equipment.

Multiple Pieces of Equipment

If you would like to have this PM task associated to multiple pieces of equipment you can enable "Generate for multiple" by switching the toggle to on.

From here you can filter the equipment by category, manufacturer or model.

Each piece of equipment will have a work order generated for it when this PM Schedule runs. (99 pieces of equipment = 99 work orders)

Step 8: Saving and Duplicating PM Schedules

Click the "Update" button to save your PM schedule. Afterward, you can duplicate the schedule for other locations or equipment.

To duplicate a PM schedule for another location or equipment, follow these steps:

  • Click "Duplicate PM Schedule."

  • Adjust the location and other details as needed.

  • Click "Update" to save the changes.

If you have any further questions or need assistance, please don't hesitate to reach out to our support team ( or via the live in-app chat.

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