Preventative maintenance schedules

An asset or job plan drops a checklist onto something that already exists. A customer plan does the opposite: it puts a customer on a recurring visit schedule, and FieldLabel raises the work order for each visit on its own — already dated, already carrying the plan’s checklist, and already listing the equipment it covers.

This is the “every quarter we go do the HVAC at Acme” motion, without anyone remembering to book it.

Pro plan, with service tickets turned on

Customer schedules are available on the Pro plan and above, and they need service tickets switched on in Settings — every generated visit is a work order. Compare plans →

How it fits together

1. Build a customer plan — the template: which tasks a visit involves, and which ticket type its work orders should use.
2. Attach it to a customer, choosing how often you visit, which site, and which of their equipment it covers.
3. FieldLabel generates the work order ahead of each visit and puts it in your normal job flow.
4. Your tech works the ticket, ticks off the checklist, and signs it off. The next visit is scheduled from that completion date.

Build a customer plan

Creating and editing plans is for admins and leads.

1. Go to Settings → Maintenance and click New Plan.
2. Give it a name, like “HVAC Quarterly”.
3. Under Apply To, choose Customer. As with the other types, this can’t be changed later.
4. Pick the ticket type that generated work orders should use. This is required — the visit is raised without anyone at a keyboard, so the type has to be decided up front.
5. Add the tasks a visit involves. Customer-plan tasks have no interval of their own — they all ride the visit cadence you set when you attach the plan.
6. For each task, choose whether it happens once per asset or once per visit. “Replace filters” is per-asset — it repeats for every unit you cover. “Inspect electrical panel” is per-visit — it happens once for the site.
7. Click Create Plan.

Ticket types with required fields

The ticket type you pick must have no required custom fields. Nobody is present when the visit is generated, so a required field would follow the ticket all the way to sign-off still empty. FieldLabel refuses the type and tells you which field is the problem.

Put a customer on the schedule

1. Open the customer’s detail page and find the Maintenance Schedules card.
2. Click Add schedule.
3. Pick the plan — only customer plans appear here.
4. Set the cadence: every N days, weeks, months, or years.
5. Set the first visit date.
6. Optionally pick a location. Leave it blank and the work order goes to the customer’s primary location. A customer with several sites you service separately gets one schedule per site — same plan, different location.
7. Optionally choose which assets the visit covers. Pick none and it’s a site visit with a site-level checklist; pick several and they’re all serviced on one trip, each with its own copy of the per-asset tasks.
8. Click Save.

If the first visit is close enough, its work order appears immediately. Otherwise it shows up about two weeks before it’s due.

What a generated visit looks like

The work order arrives as an ordinary open ticket, so nothing about your normal flow changes. It comes with:

• a name combining the plan and the visit date,
• the service date already set,
• the ticket type from the plan, and your organization’s default line items,
• the covered equipment attached, and
• the plan’s checklist, fanned out per asset plus any site-level items.

Work it, complete it, and sign it off exactly like any other ticket. The signed PDF gains a Maintenance performed section listing the checklist grouped by unit, so the customer’s copy shows what was actually done.

One visit at a time

FieldLabel will never stack visits. While a schedule’s work order is still open, the next one is not created — so a customer you got behind on shows one outstanding visit, not a pile of them.

The next visit is scheduled from the date the last one was completed, not from the date it was planned. A quarterly visit finished a month late pushes the whole series a month, which is almost always what you want: the cadence follows the work rather than drifting into a permanent backlog. It’s the same rule the rest of maintenance follows.

See everything at once

Maintenance in the main navigation lists every customer schedule you have, soonest visit first — customer, plan, site, cadence, next visit, and the open work order if one exists. It’s the view for “what’s coming up”, across all customers at once.

Pause, change, or remove a schedule

From the customer’s Maintenance Schedules card:

• Pause stops new visits being generated. A work order that already exists is untouched, and you can resume any time by setting the next visit date.
• Edit changes the cadence, the site, or the covered equipment.
• Remove takes the customer off the schedule entirely. Work orders it already produced stay exactly where they are — they’re real tickets with real history.

If generation stops on its own

Generation quietly pauses for your whole organization if the plan tier changes or service tickets get switched off, and the schedule pages tell you so. Nothing already generated is affected, and turning the capability back on resumes it.

What your customers see

Nothing extra. The checklist on a generated visit is internal: it does not appear in the customer portal, and it can’t be reached by scanning an asset’s QR label. Your customer sees the work order like any other, and the completed checklist on its signed PDF.

Next steps

• Maintenance plans — asset and job plans, and how recurring tasks work generally.
• Service tickets — the work order lifecycle, sign-off, and the branded PDF.
• Customers — customer records, locations, and equipment.