Maintenance plans

A maintenance plan is a reusable template that bundles a set of recurring service tasks — things like “Check filters” every 3 months or “Annual inspection” every year. Build a plan once, then assign it to any asset or job, and FieldLabel schedules the tasks automatically and keeps regenerating them on the right cadence.

Pro plan

Maintenance plans are available on the Pro plan and above. Compare plans →

What a plan is

Think of a plan as a recipe, not a single chore. Each plan has:

• A name — like “Quarterly HVAC Service”.
• An “Apply To” type — whether the plan is meant for Assets or Jobs. This is set when you create the plan and can’t be changed later.
• One or more recurring tasks — each task has its own name, an optional description, and its own interval (every N days, weeks, months, or years).

When you assign a plan to a specific asset or job, FieldLabel turns that template into real, scheduled tasks with due dates. Your team (and even customers) then complete those tasks over time — see Completing maintenance tasks for the doing side.

Create a plan

Creating and editing plans is for admins only. Members will see an admin-only message on these pages.

1. Open Settings and click Maintenance in the settings navigation (the wrench icon).
2. On the Maintenance Plans page, click New Plan (or Create Plan if you don’t have any plans yet).
3. Enter a Plan Name, like “Quarterly Inspection”. Plan names must be unique within your organization.
4. Under Apply To, choose whether this plan targets Assets or Jobs. Pick carefully — this can’t be changed after the plan is created.
5. Optionally add a Description.
6. In the Tasks section, fill in your first task: a name (like “Check filters”), an interval value and period (Days, Weeks, Months, or Years), and an optional description.
7. Click Add Task to add more recurring tasks. Use the trash icon to remove one — a plan must always keep at least one task.
8. Click Create Plan. You’ll land on the plan’s detail page.

How recurrence works

Recurrence in FieldLabel is driven by completion, not a fixed calendar. When someone completes a recurring task, the next occurrence is scheduled for the completion date plus the interval. So if a quarterly task is finished a week late, the next one is due three months from the day it was actually done — the cadence follows real work rather than drifting into a permanent backlog.

Note

Custom (one-off) tasks added to a specific asset or job never recur. Recurrence only applies to tasks that come from a plan.

Edit a plan and manage its tasks

1. Go to Settings → Maintenance and click a plan row in the table to open it.
2. To rename the plan or change its description, edit the fields under Plan Details and click Save Details.
3. To add a task, click Add Task in the Tasks card, fill in the new row, then click the save (disk) icon on that row.
4. To edit a task, change its name, interval, or description — a save (disk) icon appears on the changed row. Click it to apply.
5. To delete a task, click the trash icon on its row. You can’t delete the last remaining task; delete the whole plan instead if you no longer need it.

Caution

Changing a task’s interval only affects future occurrences. Tasks that are already scheduled keep their existing due dates. If the plan is already assigned somewhere, a banner reminds you of this. The Apply To type also stays locked after creation.

Assign a plan to an asset or job

Assigning a plan immediately schedules its tasks on that entity. Assigning is admins only.

1. Open the asset or job detail page.
2. Click the Maintenance button or menu and choose Set Plan.
3. In the Set Maintenance Plan dialog, pick a plan from the dropdown — only plans built for that entity type appear (asset plans for assets, job plans for jobs) — then click Set Plan.
4. The plan’s tasks are scheduled right away with their first due dates.

Tip

An asset plan can only be set on assets, and a job plan only on jobs. If a plan is already assigned to that same entity, FieldLabel won’t add it twice.

Remove a plan from an asset or job

Unlike creating plans, removing a plan from an entity can be done by any internal staff member (members or admins).

1. Open the asset or job detail page and find the Current Maintenance Plans list in the Maintenance card.
2. Click the assigned plan to open its details dialog.
3. Click Remove Plan.
4. If the plan has pending tasks, choose Keep Tasks to leave them in place or Delete Tasks to clear the incomplete ones. Otherwise confirm Remove Plan.

Note

Completed tasks are always kept for your records — the keep-vs-delete choice only affects incomplete, pending tasks.

Delete a plan entirely

To remove a plan everywhere, open it from Settings → Maintenance and delete it. Deleting a plan also removes its tasks and any assignments, and clears the pending tasks it generated across all assets and jobs. Completed tasks remain for history.

Next steps

• Completing maintenance tasks — how staff, customers, and QR scanners mark tasks done, snooze, or request help.
• The QR scan page — what a visitor sees, including pending tasks, when they scan an asset.
• Customer portal overview — how your customers see and act on their maintenance tasks.