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Overview

Scheduled Maintenances are recurring maintenance tasks automatically generated from service contracts. They define what work needs to be done, how often, and for which assets. The system uses scheduled maintenances to auto-create work orders, ensuring preventive maintenance never gets missed. Scheduled Maintenances List View
Scheduled maintenances are the “automation engine” that transforms service contracts into actual work. They eliminate manual work order creation and ensure consistent, timely service delivery.

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When to Use Scheduled Maintenances

Use Scheduled Maintenances when you need to:
  • View all upcoming preventive maintenance tasks across all contracts
  • Check which maintenance visits are coming due
  • Modify maintenance schedules or frequencies
  • Assign technicians to recurring maintenance tasks
  • Generate work orders for scheduled service visits
  • Pause or resume scheduled maintenance temporarily
  • Track maintenance completion rates

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How Scheduled Maintenances Work

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The Automation Flow

Service Contract Created
  └─> Scheduled Maintenances Auto-Generated (based on frequency)
      └─> Work Orders Auto-Created (when due date approaches)
          └─> Technicians Complete Work
              └─> Next Scheduled Maintenance Date Calculated
Key Points:
  1. Created Automatically - When you save a service contract with a maintenance frequency, Fentu creates scheduled maintenance records
  2. Generate Work Orders - When the scheduled date approaches (e.g., 7 days before), a work order is auto-created
  3. Self-Perpetuating - After work completion, the next scheduled date is calculated automatically
  4. Linked to Contract - Each scheduled maintenance ties back to its parent service contract

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Frequency Options

Scheduled maintenances can occur at various intervals:
FrequencyExample Use Case
WeeklyCritical equipment requiring frequent checks (generators, life safety)
Bi-WeeklyEquipment with moderate service needs
MonthlyRegular maintenance (filter changes, minor inspections)
QuarterlySeasonal equipment or comprehensive checks (4x per year)
Semi-AnnualEquipment needing service twice per year (spring and fall)
AnnualOnce-per-year comprehensive service or inspections
CustomIrregular frequencies (every 60 days, every 500 hours, etc.)

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Scheduled Maintenances List View

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Key Features

See all scheduled maintenances organized by due date. Filter by week, month, or custom date range to plan technician schedules.
Visual status shows: Active (scheduled), Paused (temporarily suspended), Completed (last visit done), Overdue (missed schedule).
Each scheduled maintenance displays which customer and which specific asset needs service.
Generate work orders, edit schedules, reassign technicians, or pause maintenance directly from the list.

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List Columns

ColumnDescription
Maintenance NameDescriptive name like “Monthly HVAC Inspection” or “Quarterly Elevator Service”
CustomerWhich customer this maintenance is for
AssetSpecific equipment to be serviced
FrequencyHow often this maintenance occurs (Monthly, Quarterly, etc.)
Next Scheduled DateWhen the next maintenance visit is due
Assigned ToTechnician or team responsible for this maintenance
StatusActive, Paused, Completed, or Overdue
Linked ContractParent service contract this maintenance comes from
ActionsGenerate work order, edit schedule, pause, or view details

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Creating Scheduled Maintenances

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Automatic Creation (Recommended)

The easiest way to create scheduled maintenances is through service contracts:
1

Create or Edit Service Contract

Open a service contract or create a new one.
2

Set Planning Frequency

Choose maintenance frequency: Monthly, Quarterly, Annual, etc.
3

Add Covered Assets

Select which assets need scheduled maintenance.
4

Save Contract

System automatically generates scheduled maintenance records for each asset based on the frequency.

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Manual Creation

You can also create scheduled maintenances manually when needed:
1

Click 'New Scheduled Maintenance'

Click the ”+” button to create a maintenance schedule.
2

Select Asset

Choose which asset needs recurring service.
3

Define Frequency

Set how often maintenance should occur.
4

Set Start Date

When should the first maintenance occur?
5

Assign Technician

Designate who will handle this maintenance (optional).
6

Define Tasks

List specific tasks to be completed during each visit.
7

Save

System begins generating work orders based on this schedule.
Let contracts generate scheduled maintenances automatically whenever possible. This ensures consistency between contract terms and actual service delivery.

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Scheduled Maintenance Fields

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Basic Information

FieldDescription
Maintenance NameDescriptive name: “Monthly HVAC Filter Change” or “Quarterly Generator Service”. Should clearly identify what’s being done.
CustomerWhich customer this maintenance is for. Auto-populated from contract.
AssetSpecific equipment being serviced. Required field.
Service ContractParent contract this maintenance is part of. Links to contract terms and pricing.
StatusActive (ongoing), Paused (temporarily suspended), Completed (last cycle finished), Cancelled (permanently stopped).

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Schedule Information

FieldDescription
FrequencyHow often maintenance occurs: Weekly, Monthly, Quarterly, etc.
Start DateWhen the maintenance schedule begins. First work order is created based on this date.
End DateWhen the maintenance schedule ends (typically matches contract end date).
Next Scheduled DateWhen the next work order will be generated. System calculates this automatically after each completion.
Last Completed DateWhen the most recent maintenance visit was completed.
Days Before to Generate WOHow many days before the scheduled date should the work order be created (default: 7 days).

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Service Details

FieldDescription
Tasks to CompleteChecklist of tasks for each maintenance visit. Technicians follow this list to ensure nothing is missed.
Estimated DurationExpected time for each maintenance visit (used for scheduling).
Required ToolsSpecialized equipment needed for this maintenance.
Required PartsStandard parts typically used during maintenance (filters, belts, etc.).
Safety RequirementsSpecial safety equipment or procedures needed.

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Assignment

FieldDescription
Assigned TechnicianSpecific technician who handles this maintenance.
Assigned TeamOr assign to a team rather than individual technician.
Backup TechnicianWho covers if primary technician is unavailable.
Preferred Service WindowWhen maintenance should occur: Morning, Afternoon, After Hours, Weekends, Specific Days.

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Notes

FieldDescription
Maintenance NotesInternal notes about this scheduled maintenance. Document special procedures, customer preferences, or historical context.
Customer InstructionsInformation shared with customer in notifications: access instructions, preparation requirements, etc.

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Managing Scheduled Maintenances

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Viewing and Filtering

Use filters to manage large numbers of scheduled maintenances:
Filter by:
  • This Week - Maintenance coming due in the next 7 days
  • This Month - Maintenance due within 30 days
  • Overdue - Maintenance past its scheduled date
  • Custom Range - Specific date range
  • Active - Currently running schedules
  • Paused - Temporarily suspended
  • Completed - Last cycle finished
  • Overdue - Missed scheduled dates
See all scheduled maintenances assigned to specific technician or team for workload planning.
View all scheduled maintenances for a specific customer to see their maintenance footprint.
Filter by maintenance frequency to see weekly, monthly, quarterly, or annual tasks separately.

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Modifying Schedules

Common schedule modifications: Change Frequency:
  • Edit the scheduled maintenance and update frequency
  • Next scheduled date recalculates based on new frequency
  • Use when customer wants more or less frequent service
Pause Temporarily:
  • Change status to “Paused”
  • Work orders stop generating
  • Use for seasonal closures, renovations, or customer requests
Resume After Pause:
  • Change status back to “Active”
  • System calculates next scheduled date
  • Work orders resume generating
Reassign Technician:
  • Change assigned technician or team
  • Future work orders use new assignment
  • Use for technician changes, territory reassignments, or skill requirements
Adjust Next Scheduled Date:
  • Manually set the next scheduled date
  • Use when customer requests schedule adjustment
  • System continues with normal frequency after adjusted date
Be careful when modifying scheduled maintenances that are auto-generated from contracts. Changes here don’t update the contract terms. If you change the schedule significantly, consider updating the contract too.

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Work Order Generation

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Automatic Work Order Creation

The system automatically creates work orders from scheduled maintenances: Default Behavior:
  1. 7 Days Before Due Date - System checks for upcoming scheduled maintenances
  2. Work Order Created - New work order generated with:
    • Customer and asset from scheduled maintenance
    • Tasks from maintenance definition
    • Assigned technician from schedule
    • Linked to parent contract and scheduled maintenance
  3. Notification Sent - Customer receives notification (if enabled)
  4. Available for Scheduling - Work order appears in dispatcher’s queue
Customizable Timing:
  • Adjust “Days Before to Generate WO” field
  • Some companies generate 14 days ahead for better planning
  • Emergency services might generate 1-2 days ahead
  • Match to your scheduling and planning processes

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Manual Work Order Creation

You can also manually generate work orders from scheduled maintenances:
1

Find Scheduled Maintenance

Locate the maintenance in the list.
2

Click 'Generate Work Order'

Use the action button to create a work order immediately.
3

Review and Adjust

Work order is created with maintenance details. Modify if needed.
4

Schedule and Assign

Set specific date/time and confirm technician assignment.
When to create manually:
  • Need to service ahead of schedule
  • Customer requested early maintenance
  • Testing automated system before enabling
  • One-time additional visit within contract

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Scheduled Maintenance Actions

Generate Work Order

Create a work order for this scheduled maintenance immediately, regardless of scheduled date.

Edit Schedule

Modify frequency, tasks, assigned technician, or other schedule details.

Pause Maintenance

Temporarily stop work order generation (customer closed, seasonal, etc.).

Resume Maintenance

Restart work order generation after a pause.

View History

See all work orders generated from this scheduled maintenance.

View Parent Contract

Jump to the service contract this maintenance is part of.

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Tips and Best Practices

Set “Days Before to Generate WO” based on your planning needs:
  • 7-14 days - Standard for most businesses (allows scheduling flexibility)
  • 3-5 days - Short lead time for highly responsive service
  • 14-21 days - Long lead time for complex scheduling or special equipment
  • 30+ days - Annual maintenance requiring extensive planning
Balance between giving enough time to schedule and not creating work orders too far in advance.
Define clear task lists for each scheduled maintenance:
  • What to inspect
  • What to clean or service
  • What measurements to take
  • What to document
  • What parts to replace
Detailed task lists ensure consistent service quality across all technicians.
Pre-assign technicians to scheduled maintenances rather than assigning each work order individually:
  • Reduces dispatcher workload
  • Builds customer-technician relationships
  • Allows technicians to plan ahead
  • Ensures right skills for specialized equipment
Use team assignments when any qualified technician can handle the work.
Track which scheduled maintenances are consistently:
  • Completed on time
  • Delayed or rescheduled
  • Cancelled by customer
  • Generating callbacks or complaints
Low completion rates indicate scheduling problems, pricing issues, or customer dissatisfaction.
For seasonal equipment (heating/cooling, irrigation, etc.):
  • Pause scheduled maintenance during off-season
  • Resume before season starts
  • Prevents unnecessary service calls and maintains schedule integrity
Example: Pause pool equipment maintenance October-April, resume in May.
Periodically review maintenance frequencies:
  • Are you finding issues that could be caught earlier (increase frequency)?
  • Are visits finding no issues (consider decreasing frequency)?
  • Has equipment age or usage changed (adjust accordingly)?
  • What do manufacturer recommendations say?
Right-sizing frequency optimizes both service quality and profitability.
When modifying scheduled maintenances:
  • Notify affected customers of timing changes
  • Update technician schedules
  • Document reason for change in notes
  • Adjust contract terms if change is permanent
Clear communication prevents confusion and missed appointments.

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Common Questions

A Scheduled Maintenance is the recurring schedule definition - it says “service this asset every month.” A Work Order is a specific instance - “service this asset on January 15th.”Think of it like:
  • Scheduled Maintenance = The rule (“check fire extinguishers monthly”)
  • Work Order = The specific task (“check fire extinguishers on January 15, 2026”)
One scheduled maintenance generates many work orders over time.
Most commonly, they’re created automatically when you save a service contract with a maintenance frequency. You can also create them manually, but automatic creation from contracts is recommended because it ensures consistency between contract terms and actual service delivery.
Yes, you can edit frequency, tasks, assigned technician, and other details. However, be aware:
  • Changes don’t automatically update the parent contract
  • If you change frequency or scope significantly, consider updating the contract too
  • Changes only affect future work orders, not already-created ones
Document significant changes in the maintenance notes.
When you change status to “Paused”:
  • Work order generation stops
  • Existing open work orders remain (can still be completed)
  • Schedule is preserved (knows what the next date would have been)
  • When resumed, next scheduled date recalculates based on current date
Use pause for temporary suspensions (renovations, seasonal closures, customer budget issues).
Default is 7 days before the scheduled date, but this is configurable in the “Days Before to Generate WO” field. You can set it anywhere from 1 day to 30+ days depending on your planning needs.More lead time = Better scheduling flexibility but more outstanding work orders Less lead time = Fewer open work orders but less scheduling flexibility
When a scheduled date passes without completion:
  • Status shows as “Overdue”
  • You can still generate a work order manually
  • When completed, next scheduled date calculates from completion date (not original due date)
  • Consider investigating why maintenance was missed
Frequent overdue maintenances indicate scheduling problems, understaffing, or contract issues.
Yes! Click on a scheduled maintenance to view details, then see the history section showing all work orders generated from this schedule. This provides complete service history for that recurring maintenance task.
You typically shouldn’t delete scheduled maintenances because they’re linked to contracts and work order history. Instead:
  • Pause if suspending temporarily
  • Set end date if stopping permanently (preserves history)
  • Cancel status if the contract was terminated
Only delete if created in error and has no associated work orders.

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Related Documentation

Service Contracts

Scheduled maintenances are generated from service contracts.

Work Orders

Work orders are created automatically from scheduled maintenances.

Assets

Scheduled maintenances define service for specific assets.

Dispatcher

Schedule and assign work orders generated from maintenances.