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How to add a maintenance task plan?
How to add a maintenance task plan?
CustomerSuccess Team avatar
Written by CustomerSuccess Team
Updated over a week ago

To add a new planned maintenance task plan, do the following:

1. In the Planned Maintenance window, click on the “Add” button at the bottom right of the screen.

Step 1: General Tab

2. An “add new planned maintenance task” window will open. In the “General” tab add the general information of the planned maintenance task.

The General information fields required are described below:

  • Description: Name that will describe the task plan.

  • Limit Access to This Location: If this option is selected, viewing of the task plan will be limited to users with access to the location where the task plan is located. If this field is left blank, the task plan will be visible to all users despite their user location access rights.

  • Linked tasks: Displays the number of tasks contained in the plan or Number of STD Tasks linked to the plan (this information will be displayed automatically when completing upcoming steps).

  • Assets Linked: Displays the number of assets that are associated with the task plan (this information will be displayed automatically when completing upcoming steps).

1. Once the “General” information is completed, lick the “Save” button located in the top right-hand side of the screen

Step 2: Work Management Tab

1. Next, open the “Work Management” tab

2. Click the “Add” button to add work management info corresponding to the maintenance task plan (Note, each task, as well as their respective subtasks, iterations, resources, and attachments will be created here).

Note, to complete the work management info corresponding to the maintenance task plan, complete the information in each one of the following tabs:

  • General

  • Sub Tasks

  • Resources

  • Attachments

3. Complete all the required fields in the “General” tab

The fields required in the “General” tab are:

  • Description: Refers to the task name or description and should be a short description of the task to be performed.

  • Task Type: A dropdown field with all the task types registered in the system, here you can link your new task with a preferred task type.

  • Group 1 and Group 2: A dropdown field containing the free (custom) fields that the user can use to group the new task to.

  • Priority: Allows the user to assign a priority/importance to the task.

  • Estimated Duration: Refers to the estimated time it would take to perform the task (the actual time is recorded directly on the work order).

  • Asset Downtime: The theoretical time that the stopped asset is not available while the maintenance task activity is being executed (the real-time is recorded directly on the work order)

  • Triggers: Refers to the activation trigger of the task plan and can be one of four types (by date, when, every, and by event). Note: If you don’t select a trigger type, you will not be able to save the Maintenance plan.

3.1. Select the trigger by clicking the “Add” trigger button


The Sub-Tasks refer to the step-by-step or checklist of activities that you want to record or validate when completing a task.

4.1. To add a new Sub Task, click the “Add” button at the bottom right-hand side of the Sub Tasks tab.

4.2. Fill in the information related to the sub-task.

4.3. Once completed click “Save”

To add subtasks the following fields must be completed:

  • Required (Mandatory): An option that allows the user to set the subtask as mandatory (the associated work order cannot be completed if the subtasks that have this option activated have not been completed).

  • Attachment Required: An option that allows the user to establish the mandatory nature of having to add an attachment associated with the subtask (the associated work order cannot be completed if an attachment has not been added).

  • Order: Allows the user to change the ordering sequence of the subtasks as it will appear on the work order

  • Type: A predefined list with the types of subtasks that the system has (Text, Yes/No, Number, Verification, A meter reading, GPS location, List). Depending on the type of subtask, you can have open or closed answers.

  • Group/Part: A dropdown list of predefined fields where the user can stipulate the groups or parts to which the subtask in question belongs.

  • Description: A detailed description of the task plan activity. (Note, this field is mandatory)


This is a function that allows you to independently establish which sub-tasks will be carried out with each activation, as well as the number of iterations that each execution cycle represents, thus gaining better control over the sub-tasks and avoiding overlapping in the activities. It’s usually used in nested maintenance, such as those performed on assets based on mileage or hours of use.


When Resources are added to a tasks plan, they are automatically added to a work order each time the task is activated and are reflected both in the amounts to be used and in the costs of the work orders.

5. Complete all the required fields in the “Resources” tab

5.1. To add a Resource, select one of the “Add Resource” buttons that represents the resource you wish to add.

To do so, you just have to add the resources, which can belong to the following classes:

  • Add Inhouse Personnel: Represents an inhouse staff member or human resource that will participate in the execution of the planned task activities. Adding an inhouse personnel allows for the recording of labour hours and subsequent costs associated with the work order.

  • Add Resources Services: Refers to the option of adding external services performed by third parties (must be previously added in the third-party module) to the task plan and subsequent work order.

  • Add Resources Inventory: Refers to warehouse resources such as tools or inventory spare parts (stock items) that can be added to a task plan and subsequent work order.


Like resources, attachments can be added to tasks so that they are added each time that task is activated in a work order.

1. Complete all the required fields in the “Attachments” tab

1.1. In the “Attachments” tab with your cursor, hover over the “Add” button and select the type of attachment that best describes the type of attachment you want to add.

The different types of attachments are:

  • Notes: Corresponds to a field where you can add a text notes.

  • Link: Direct links to internet pages.

  • File: Corresponds to documents and images.

You should now have completed all the required information in the “General” and “Work Management” tabs of the planned maintenance task. Finally, complete the information required in the “Assets Linked” tab to link the task plan to an asset and complete the process.

Step 3: Assets Linked Tab

Linking the Created Maintenance Task Plan to an Asset

After creating the maintenance task plan together with its respective tasks (steps 1 and 2), the assets of said task plan must be linked in order to execute the maintenance activities.

To link an asset to the task plan, do the following:

1. In the planned maintenance task window, open the “Assets Linked” tab

2. In the Assets Linked tab, click the “Add” button to link an asset

3. A sidebar with a list of all the assets that can be link to the task plan will be displayed. Select the Asset or Assets

4. When all the required assets have been selected, click “Finish” to complete.

5. After selecting the asset/assets, the date that the specific task was last performed must be established by inserting the “Last WO Date” in the date field provided. The system will now automatically calculate and schedule the next maintenance trigger date.

Important Note, the “Last Wo date” field is a global activation date for all the tasks in the plan. However, it may happen that the dates of the last maintenance have not been executed on the same occasion for each task or they are not necessarily coinciding, in which case the dates of the last jobs must be configured for each of the tasks individually. (For more information see section "How to configure the date of the last maintenance for triggers by date?").

Then, the equivalent meters associated with the triggers or subtasks of the plan must be configured. (For more information, see the section “How to configure meters to a task plan”)

6. To complete the linking of assets, click the “Link” button located at top right-hand side of the screen.

Note, repeat steps 2-5 to add additional assets to the tasks plan.

You should now have completed all the required information in the “General”, “Work Management” and “Assets Linked” tabs of the planned maintenance task.

7. The Linked asset will now appear in the “Assets Linked” tab

8. Finally, in the maintenance task plan window, click the “Save” button to register the changes on the system. The task plan will be established, and all the assets will be linked to said plan, for the execution and management of tasks.

9. Exiting the Planned Maintenance Edit window will take the user back to the “Planned Maintenance” screen and here you will find you newly created Planned Maintenance

Steps 1-3 for creating a planned maintenance task are finally completed.

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