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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 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 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.

Refresh Guest Room PM Data​

Use the Guest Room PM Refresh action to reload the room risk list and batch details.

  1. Go to Preventive Maintenance.
  2. Select the Guest Room PM date you want to review.
  3. Click Refresh.
  4. For today's batch at a property with Opera Cloud OHIP enabled, HOME refreshes Opera room data before loading the Guest Room PM list.
  5. Continue selecting or reviewing rooms after the list reloads.

For another batch date or a property without Opera Cloud OHIP, Refresh reloads Guest Room PM data without refreshing Opera room data.

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.

Guest Room PM refresh fails​

What you see: The Guest Room PM page shows "Opera sync failed. Please try again later."

Do this:

  1. Confirm the selected date is not in the past.
  2. Confirm the property has Opera Cloud OHIP enabled and available.
  3. Click Refresh again.
  4. Contact Vouch support if the refresh continues to fail.