Maintenance Tasks

Maintenance Tasks Overview

Maintenance Pro helps track equipment tasks through Recurring Tasks, Renewals, and Repairs. Tasks can be created individually or through PM templates. If a task applies to multiple assets, it's highly recommended to use PM templates to ensure consistency and save time.

Adding PM Tasks To Equipment

To add a PM task to a unit, open its profile from the Equipment list, then click New and select PM Task.

The Task box at the top is where you name the task. If this task is part of a larger one, use the Parent Task field to link them—Click here to learn more about parent and child tasks. The Status field lets you set the task as either Active or Inactive.

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Task Tracking Options

Below the Status box, you’ll see checkboxes for task Tracking options. The available choices depend on how the equipment’s meter is set up. To adjust these options, just edit the equipment and update the primary or secondary meter type.

If the equipment is also assigned to a PM template, then the primary/secondary meter is inherited by the associated PM template. All tasks have the option for Date tracking, regardless of the meter settings.

A checkbox is available for the date and for each meter type assigned to the equipment. Select the tracking intervals relevant to the task — all are optional and can be used in combination. In the example above, both date and hour tracking are enabled. The task will be flagged as due when the first selected interval is reached.

If Due Every is selected, a recurring interval can also be set.

If Due On or Due At is selected, the system will mark the task as due on a specific date or at a specific meter reading.

Click Add Date or Add Meter to include another Due On or Due At value.

Advance Notice lets the system send a Soon Due before a task is scheduled, giving you a heads-up when the task is approaching its due point.

Adding a Last Performed value allows the system to better track when the task was last completed.

Linked Task works like a parent/child relationship. For example, a 500-mile task can be linked to a 1,000-mile task—when the 1,000-mile task is completed, the 500-mile task is automatically marked complete as well.

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Additional Details / Link Parts To Tasks

Under the Additional Details section:

• Estimated Labor indicates how long the task is expected to take. This value is used as the default labor time when the task is added to a Work Order.
• Notes will appear on the Work Order beneath the task. Use this field to include any extra details, such as instructions or clarifications. These notes will also appear on printed Work Orders under the task name.
• The Parts Required section includes a Select Part button, allowing you to link a part from your inventory to the task. When Select Part is clicked, the task is saved automatically, and you’ll have the option to choose from your parts list.

Press the smaller Save button when everything looks good.

Whenever the Oil Change task is added to a Work Order, the ‘Oil Filter’ part will be automatically included.

To save this task, click the Save button at the bottom.

Click Save & New to save the task and return to this screen to add another one right away.

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Adding Recurring Tasks to Equipment

There are two ways to track recurring tasks on your equipment:

1. Individually – Add tasks directly to each unit, one by one.
2. Using a PM Template – Create a template with predefined tasks and apply it to multiple units.

When to Add Tasks Individually

If a piece of equipment has unique maintenance requirements that differ from other units, it’s best to add tasks individually through the equipment profile. For example, a specialized machine with custom maintenance needs would not benefit from a shared template.

When to Use a PM Template

If you have multiple units that follow the same maintenance schedule—like a fleet of light-duty trucks—it’s more efficient to create a single Light Duty Truck PM Template. You can then apply this template to all relevant units, saving time and ensuring consistency.

Hybrid Approach

You can also combine both methods. Apply a PM Template to a unit, then add any unique tasks specific to that unit afterward. This gives you both standardization and flexibility.

Creating A New PM Template

To create a new maintenance template, click the gear icon in the top-right corner and select PM Templates.

Click the blue New button to create a new template and enter a name for it

On this screen you also have the option of choosing a Primary Meter and Secondary Meter. These will be used for tracking purposes whenever the tasks are created. Make sure to choose a meter configuration that makes sense for this type of equipment. One important note to remember is that all equipment that is assigned to this PM template must use the same meter types. If I set the template to miles and hours, if a unit ONLY has Miles setup in the meter configuration, but not hours, then I will not be able to add the unit to this template. 

Click on the Save button when done naming and choosing the meter configuration. Once this is saved, the system will present you with the ability to add tasks to the template.

Click the Add Task button to add tasks to the template, which will open the New Template Task screen.

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Editing An Existing PM Template

To make changes to a template, click the gear on the top right of the screen and choose PM Template.

Click the action gear next to the record you want to modify, then select Edit from the menu.

To add a new item, click on the Add Task button on the bottom to add a new item. To edit an existing task click on the task name.

Use the Delete button on the bottom of this screen to completely remove the PM template from the system.

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Assigning PM Templates to Equipment

From the Equipment Index, click the gear icon next to the unit and select Edit.

Scroll down to the Settings section and click the PM Template dropdown to select a template from the list.

After selecting a template, click the Save button at the bottom to apply the changes.

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Assigning Template From PM Template Management

To assign multiple units to a PM Template, go to the PM Template Management screen by clicking the gear icon in the top right and selecting PM Templates.

Click the gear icon next to the template you want to update, then select Add Equipment.

You’ll see a list of equipment eligible to be assigned to this PM Template.

For a unit to appear in this list, the following conditions must be met:

• The unit must not already be assigned to another PM Template.

  If it is, you must first remove it from the existing template.

• The Primary and Secondary Meter configurations must exactly match between the PM Template settings and the unit’s configuration on the Edit Equipment screen.

Select the equipment you want to assign to the template, then click Save. You can select as many units as needed.

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Removing Equipment From A PM Template

You can also do this from the PM Template Management screen by clicking the gear icon next to the template and selecting Remove Equipment.

Select the equipment you want to remove from the template, then click Save to apply the changes.

You can also remove a PM Template from a unit by going to the Edit Equipment screen, clicking the

PM Template dropdown, and pressing the Backspace key.

For a detailed video tutorial of how to setup PM tasks please follow this link:

https://youtu.be/fhT7imLhphE

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