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Create and Complete Preventive Maintenance Tasks

Preventive Maintenance tasks turn checklist requirements into assigned work with completion records.

Quick Reference​

StepWhat HappensOwner
CreateManager creates or schedules PM work.Manager
AssignWork is assigned to staff.Manager
Review listManagers and staff monitor open, overdue, and completed PM work.Manager, Staff
Complete checklistStaff records pass/fail and notes.Staff
ReviewManager checks failed items or overdue tasks.Manager

Before You Start​

  • PM checklists must be configured.
  • Staff must have access to PM work.
  • Rooms or public areas should be set up correctly.

Create a PM Task​

  1. Go to HOME -> Preventive Maintenance.
  2. Create a new PM task or open a scheduled task.
  3. Select the checklist and location.
  4. Assign the work to staff.
  5. Set the due date or schedule.
  6. Save the task.

Review the PM Task List​

  1. Go to HOME -> Preventive Maintenance.
  2. Check open, assigned, overdue, and completed work according to the filters available for the property.
  3. Search by room, public area, checklist, owner, or due date when reviewing a specific work item.
  4. Open a task to review checklist progress, notes, photos, failed items, and completion details.
  5. Reassign work or update the due date only when it matches the property's maintenance process.

Complete a PM Task​

  1. Open the assigned PM task.
  2. Complete each checklist item.
  3. Mark items as pass or fail according to property rules.
  4. Add notes or photos if required.
  5. Submit the completed task.
  6. Escalate failed items according to the team's process.

Troubleshooting​

PM task cannot be completed​

What you see: Staff cannot submit the checklist.

Do this:

  1. Check whether required checklist items are incomplete.
  2. Check whether required notes or images are missing.
  3. Confirm the staff member has access to complete the task.
  4. Refresh and retry.

PM task is missing from the list​

What you see: Staff expected a PM task, but it is not visible.

Do this:

  1. Clear status, owner, location, and date filters.
  2. Confirm the checklist and location are active.
  3. Confirm the task was created or scheduled for the expected date.
  4. Ask a manager to confirm the staff member has access to PM tasks.