Preventive Maintenance Schedule Generation
Most preventive maintenance programs run on a fixed calendar — service every 90 days, every quarter — regardless of how hard a given asset actually worked in that window. A compressor running double shifts gets the same interval as one sitting mostly idle, so the calendar approach either services light-use equipment too often, burning technician hours for no benefit, or lets heavy-use equipment run past its real service point and fail between visits. Tracking actual runtime hours or cycle counts per asset well enough to adjust intervals manually, across a fleet of hundreds of units, is more bookkeeping than a maintenance planner can sustain by spreadsheet alone.
STARTING PRICE
From €299
Standard tier · Multi-step workflow with AI extraction/decisioning and 2-3 integrations.
Get a quote →Saves roughly 4-7 hrs/week for a maintenance planner, plus fewer unplanned failures between visits.
How the automation works
We generate PM schedules from each asset's actual usage — runtime hours, cycle counts, or telemetry from connected equipment — matched against manufacturer-recommended service intervals, so a heavily used unit gets flagged sooner and a lightly used one isn't serviced on a calendar it hasn't earned. As assets approach their usage-based due point, work orders are generated automatically and, where several assets at the same site are approaching due dates within a reasonable window, batched into one technician visit instead of separate trips. Assets without live usage telemetry fall back to calendar-based scheduling with a clear flag distinguishing usage-confirmed from calendar-estimated due dates, so planners know which schedule to trust.
Process flow
- 01
Usage threshold approached trigger
Runtime hours, cycle counts or IoT telemetry from an asset are monitored continuously against its manufacturer-recommended service interval.
- 02
Calculate next due point ai
The asset's actual duty cycle is projected forward to estimate when it will cross its service threshold, rather than assuming a fixed calendar interval applies uniformly.
- 03
Batch nearby due assets ai
Assets at the same site or route approaching their due window within a configurable number of days are grouped into a single technician visit to reduce redundant truck rolls.
- 04
Generate PM work order output
A work order with the asset's service checklist, required parts and last-service history is created ahead of the due date, not on the day it becomes overdue.
- 05
Assign to preferred technician integration
The work order is routed to the technician with prior service history on that asset where available, preserving continuity of familiarity with the unit's quirks.
- 06
Notify customer of upcoming visit output
The customer or site contact receives advance notice of the scheduled PM visit with enough lead time to grant access or flag a conflicting shutdown.
Inputs
- Asset usage telemetry, runtime hours or cycle counts
- Manufacturer-recommended service intervals per model
- Site and route grouping data
- Prior service and technician history per asset
Outputs
- Auto-generated PM work orders ahead of due date
- Batched multi-asset site visits
- Usage-confirmed vs calendar-estimated due date flags
- Customer advance-notice of scheduled visits
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- Calendar-only intervals ignore actual duty cycle entirely — a lightly used asset gets serviced on a schedule it hasn't earned while a heavily used one runs past its real service point, so usage data has to override a flat calendar wherever telemetry exists.
- A telemetry gap — a disconnected sensor or an asset that drops off the monitoring feed — should never silently fall back to a default calendar interval without a flag; a quiet fallback hides the fact that the schedule is now an estimate, not a measurement.
- Batching nearby due dates into one efficient route can push a significantly overdue asset out by days to fit the route, defeating the purpose of usage-based scheduling — an asset well past its threshold needs to override batching logic, not wait for a convenient grouping.
- Manufacturer interval revisions, recalls or updated service bulletins that aren't re-ingested leave the schedule running on outdated guidance indefinitely — interval data needs a refresh process, not a one-time configuration that's assumed correct forever.
Frequently asked questions
What happens to assets without usage telemetry?
They fall back to calendar-based scheduling, but the resulting due date is clearly flagged as calendar-estimated rather than usage-confirmed, so planners know which assets are running on an estimate.
Does batching visits delay overdue equipment?
No — an asset significantly past its usage threshold overrides route batching and gets scheduled on its own if waiting for a group visit would push it too far past due.
Can this pull from equipment with existing IoT sensors?
Yes — where an asset already reports runtime hours or cycle data through a connected platform, that telemetry feeds the due-date calculation directly instead of relying on manual readings.
How does it handle multiple assets at one customer site?
Assets approaching their due window within a configurable number of days of each other are grouped into a single visit, reducing redundant trips to the same location.