Creating maintenance boards to monitor inspection dates for carpet cleaning, wall painting, bed/mattress turning, AC cleaning, etc.

We're going to build a maintenance board to track next due dates for carpet cleaning as an example.

1. Create a template

Templates can be used to share common properties among different asset groups or entities.

Create a business entity template

Head over to Templates that can be found in the configuration (the cog icon on the right corner).
Click Add Template.
Give the template a name, such as 'Room PPM'.
Tick the Use in Business Entities box.
Hit Create.
Head over to the Properties tab.
Select Add Section to create a section to group your questions.
Click on Add Property to add questions. To monitor the due dates, we will need to include the last checked date, inspection frequency, and next due date. Other properties can be added to your needs.
- Select 'Date' in the Data Type and name the field 'Last Checked Date'.
- Select 'Standard Buttons' in the Data Type, then add the options (e.g., Weekly, Monthly, Annually) and name the field 'Frequency'. Next, click on 'User Defined Options - Standard Buttons' and input the corresponding values. For example, assign 'Weekly' a value of '7' and 'Monthly' a value of '30', based on the number of days.
- Select 'Calculated Date' in the Data Type and name the field 'Next Due Date'. Then, set up the calculation settings.

Go to Business Entities in the configuration(the cog icon in the top right-hand corner), and click on the desired entity which needs a template. Here we select 'Bedroom'.
Head to the Properties tab and click Add Section.
Give the section a name, select the Room PPM template we created, and click Create.
The template is now applied to all the rooms.

Go to Smart Boards and click on the Add Board button.
Set up Basic Settings:
- Name the board and choose Maintenance board type.
- Select Locations as the monitored item.
- Complete the mandatory fields, including the Owner, Department, and Completed At.
  ⚠️Make sure the completed at level is site level.
Customise Monitoring Settings:
- Select 'Bedroom' as the monitored business entity.
- Select the monitored section, here we choose 'Carpet cleaning'.
- Choose 'Next Due Date' as the monitored property.
- Select the appropriate delegation mode and enable comments as needed.
- Select the default background colour.
Assign responsibilities, and click Create:
- Monitor: Who will have the access to the board and can add records.
- Manager: Who will be managing the board, delegating tasks, and receiving delegated tasks.
- Observer: Who will be overseeing the board.

Go to the Form Library.
Click on the Add Form button.
Complete mandatory fields, including Name, Owner, and Department.
Set form type to Location and set it to be completed at Bedroom.
Select the desired Completion Timestamps and attach Topics if applicable, and then click Create.
Hover over the Questions tab, click Add Section.
Name the section and select Location Properties.
Click Link Property and pull through the location properties to monitor.

Open the 3-dot menu within the form, and select Record.
Complete the settings, such as owner, department, and completed by. Here we select 'Bedroom' at the completion level.
⚠️Make sure the completed by level aligns with the required entity level.
Assign responsibilities, and customise the workflow if applicable. Then click Create.

Go back to the maintenance board we just created, and scroll down to Workflow.
Choose Pre-Selected and the desired record.
Click Save.

Go to Business Entity and go to the monitored business entity.
Go to the Properties tab and edit the 'Next Due Date' question.
Set limits for the next due date. The room should appear in amber 30 days before the inspection date and in red when it is overdue, so we enter -30 and 0 accordingly. Then, click Save.