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Review Preventive Maintenance Reports

Preventive Maintenance reports help managers understand whether recurring checks are being completed on time and where failures repeat. Use them after daily operations checks, during engineering review, or when investigating recurring room or public-area issues.

Quick Reference​

Report AreaUse It ForWhat To Check
CompletionConfirming how much PM work was completed.Date range, checklist, owner, and location filters.
Failed checksReviewing items marked failed during PM completion.Failed item, notes, photos, room or area, and follow-up owner.
Overdue workFinding PM tasks past due.Due date, assigned staff, location, and escalation path.
Recurring issuesSpotting repeated failures by location or checklist item.Same room, area, asset, or checklist item recurring over time.

Before You Start​

  • PM checklists should be configured and actively used.
  • PM tasks should include clear locations and owners.
  • Staff should record notes or photos when a failed checklist item needs follow-up.
  • Confirm the reporting period before comparing results.

Review PM Results​

  1. Open the Preventive Maintenance report or dashboard available for the property.
  2. Select the property and date range.
  3. Filter by room, public area, checklist, owner, status, or failure state when available.
  4. Review completion counts and overdue work.
  5. Open failed or incomplete work in the PM task flow when details are needed.
  6. Export or share results only after confirming filters match the review period.

Follow Up On Failed Checks​

  1. Identify the failed checklist item.
  2. Review staff notes, photos, room, public area, and completion time.
  3. Confirm whether a follow-up task or engineering action already exists.
  4. Assign ownership for unresolved work.
  5. Track repeated failures across future report periods.

Troubleshooting​

Report numbers look too low​

What you see: PM completion or failure counts do not match the expected work.

Do this:

  1. Confirm tasks exist in the PM task list for the same period.
  2. Clear filters and reapply them one at a time.
  3. Confirm the selected property and date range.
  4. Check whether tasks are still open, cancelled, or assigned to another owner.

Failed checks are missing details​

What you see: A report shows failed PM work, but managers cannot understand what happened.

Do this:

  1. Open the source PM task.
  2. Review checklist notes and photos.
  3. Confirm staff were trained on required failure notes.
  4. Update checklist requirements if failures need mandatory notes or images.