Planned maintenance (PPM) schedules
Set up recurring maintenance visits on your customers' assets and let Engineer OS create the jobs automatically before they're due.
Updated 11 October 2026
Planned maintenance, along with sites and assets, is on the Scale plan and available during your free trial.
How it fits together
- A customer has one or more sites (buildings or locations).
- Each site has assets: the things you maintain, such as a fire alarm panel, an emergency lighting system or an AOV.
- Each asset can have one or more maintenance schedules: a recurring visit like "Six-monthly fire alarm service".
Engineer OS creates a job from each schedule automatically before it's due.
Setting up a schedule
- Make sure the customer has a site, and the site has the asset you maintain.
- Open the asset and use Add schedule.
- Enter:
- a title: this becomes the job title, so make it clear, e.g. "Fire alarm service (BS 5839)"
- how often it repeats: every so many days, weeks, months or years (e.g. every 6 months)
- the next due date
- a description and notes for your own reference
- Save.
How jobs are created
Every morning, Engineer OS looks 30 days ahead. For each schedule due in that window it:
- creates a Scheduled job for the customer and site on the due date, with the schedule's title
- links the asset to the job, so it appears in the asset's service history
- moves the schedule's next due date on by one interval
So a six-monthly service due on 1 March appears on your Jobs list around 30 days before, and the schedule then shows the next due date as 1 September.
What you still need to do
Maintenance jobs are created without engineers or a time, so nobody is notified and the job doesn't appear on anyone's phone until you:
- open the new job
- assign engineers and set a time
- check the job address (fill it in from the site if it's empty)
Your dashboard's upcoming PPM list helps you spot new maintenance jobs that need booking in.
Changing or stopping a schedule
Open the schedule from the asset to edit it, deactivate it (no more jobs are created until you reactivate it), or delete it. A schedule that has already created jobs can't be deleted, so deactivate it instead.
Changing the next due date or interval only affects jobs that haven't been created yet.
Still stuck? Email support@engineeros.uk