Preventive Maintenance (PM) in Prism helps you proactively maintain your assets, reducing downtime and extending equipment life. This powerful feature allows you to schedule routine maintenance tasks, track their completion, and manage your equipment inventory efficiently.
If you are curious about the differences between Preventive Maintenance, Inspections, and Recurring work orders, please click on the guide here to review the differences
Before creating Preventive Maintenance tasks, you need to upload your Equipment under My Equipment. That overview can be found here:
My Equipment Overview
Once your Equipment is uploaded, please follow the recommended steps in order to set up and your Preventive Maintenance module below:
(For Preventive Maintenance on Prism Mobile, please refer to our Prism Mobile - Preventive Maintenance Overview guide)
1. Creating and Editing a Procedure
- Go to the "Procedures" tab
- Click "Create Procedure"
- Add steps, questions, and required actions
- Please note: Procedures can be shared across properties
- Be cautious when editing shared procedures, as changes affect all linked schedules
If you want to import Procedures in bulk, please follow this guide: Bulk Import of PM Procedures
If you would like to add a Meter Reading Definition to a Procedure, please follow this guide: Creating Reading Definitions and Add them to PM Procedures
2. Creating and Editing a Schedule
- Navigate to the "Schedules" tab
- Click "Create Schedule"
- Choose a procedure, assign equipment, set frequency, and due dates
If you want to import Schedules in bulk, please follow this guide: Bulk Import of PM Schedules
If you wan to Pause or Deactivate an existing schedule, please follow this guide: Pausing and Deactivating Schedules
3. Managing Task
- Tasks will automatically fire based on your Schedules. Any changes you want to make to a task will have to be made at the Schedule level.
If you want to import Tasks in bulk, please follow this guide: Bulk Import of PM Tasks
If you want to edit the Notifications for tasks, please follow this guide: Notifications for PM Tasks
For any of the Preventive Tabs (Procedure, Schedule, Tasks), you can filter the grids by using the following guide: Filtering PM Module
You can also export the information in each of the Preventive grids by using the following guide: Exporting PM Module
4. How to Complete/Close out a Task
Working on and Closing out tasks will ensure proper tracking of the work that needs to be completed within a property. It will track how long it takes to work on the task, any material costs needed to repair/update the equipment, and you can also create work orders based on any extra work that needs to be done on the equipment piece.
5. Projections Overview
Projections is a tool that enables you to visualize when PM tasks are fired. It allows users to visualize when Preventive Maintenance (PM) tasks are scheduled to occur, providing a clear overview of upcoming work.
The Calendar tab is a visual tool which will show you what tasks you have coming up within the next calendar month, and show you what has already been fired.
7. Permissions
- Users need specific permissions to create/edit procedures, schedules, and equipment
- Admins can manage permissions in the Admin section under "Manage Permissions". There is a designated section for Preventive and Equipment that you can review to ensure the correct permissions are enabled.
8. FAQs for Preventive Maintenance Desktop
Q: Why is my task not firing out?
A: We suggest checking the Schedule the task fires from first to ensure that it is active. If that looks correct, then we suggest checking to see that the correct properties and equipment is attached to the schedule.
If there is a Procedure attached to the schedule, then make sure the Procedure has all the correct properties and equipment pieces attached to it.
Q: How do I modify future tasks?
A: Future task modifications must be made at the Schedule level. You cannot modify a task once it has been fired out. If you are looking to update a task that was just fired out, you would cancel the task. Then go into the Schedule, make the desired changes, and then click "Fire Now" on the schedule. That will fire out a new, updated task. You can also skip the "Fire Now" option, and just wait till the next fire date to fire out the updated version.
Q: Can I delete draft schedules?
A: Currently, you cannot delete drafts. Instead, mark them as "Inactive" to remove them from view.
Q: Why can't I see the "Import" button when trying to import a Procedure/Schedule/Task?
A: You may not have the necessary permissions. Contact your account admin to request import privileges.