PM Reminders and Completing a PM Visit
Step-by-Step Guide
Set a recurring preventive maintenance task on a piece of equipment or a whole location, get reminded before it is due, and log it when it is done. The next due date moves on by itself.
The whole feature: PM scheduling covers intervals, presets and what completing one writes.
🗓️PM Reminders and Completing a PM Visit
Set a recurring preventive maintenance task on a piece of equipment or a whole location, get reminded before it is due, and log it when it is done. The next due date moves on by itself.
The whole feature: PM scheduling covers intervals, presets and what completing one writes.
✅ Always Free
📱 Mobile App Guide
Open PM Schedules
On the home screen, open WORKFLOW and tap PM Schedules. Schedules are grouped by location, soonest due first, with Overdue, Due Today, Coming Up and All along the top. PM SCHEDULES grouped by location, with Overdue, Due Today and Coming Up counts and each schedule’s next due date.- Create the schedule: Tap the + to open NEW PM SCHEDULE. Pick the LOCATION and, if it is for one machine, the EQUIPMENT (OPTIONAL). Give it a TITLE, or start from Quick Task Presets, or Copy from other equipment. NEW PM SCHEDULE with the LOCATION, the EQUIPMENT (OPTIONAL) and a TITLE filled in.
- Set how often: Under FREQUENCY choose DAYS, WEEKS or MONTHS and the number, then the NEXT DUE DATE. Assign it to someone under ASSIGNED TO (OPTIONAL) if you work on a team. FREQUENCY set to 3 MONTHS, with NEXT DUE DATE and ASSIGNED TO (OPTIONAL) below it.
- Choose the reminder: Turn on REMIND ME and pick when: on the day, 1 day, 3 days or 1 week before, or your own number. Set the TIME OF DAY, then tap SAVE SCHEDULE. REMIND ME switched on, set to 3 days before, with the TIME OF DAY and + ADD REMINDER.
- Complete it: When the work is done, tap COMPLETE on the schedule. Check the COMPLETION DATE, add notes if you like, and tap LOG & COMPLETE. The visit goes into the service history and the next due date is set. LOG SERVICE & ADVANCE: the COMPLETION DATE, the technician, and LOG & COMPLETE with the next due date it moves to.
- Take the parts off the shelf: On the same sheet, under PARTS USED, SELECT INSTALLED PARTS OR INVENTORY lists the unit’s installed parts and the location’s inventory that fits it. Tap + for each one you used. With Deduct from stock ticked, it comes off the inventory count when you save; untick it for a part you bought for this job. PARTS USED on the same sheet: the unit’s installed parts and the location’s stock, each with its count in stock.
Good to know
- PM schedules are free in the app. The web dashboard is Pro.
- To pause a schedule and its reminders without deleting it, open it, tap the pencil and untick Active (Uncheck to pause schedule).
- After COMPLETE, the account owner or a manager is offered CREATE INVOICE for the visit.
Start Tracking Smarter Today
Core tracking, barcode scanning, parts management, and maintenance logs are free forever. Upgrade to Pro for AI scanning, cloud sync, branded reports, and more.
Every plan, Pro and Team, includes a 7-day free trial for first-time subscribers
Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro guides and features.
How do I capture nameplate information without typing it?
Photograph the nameplate and let the AI fill in the fields, then check them against the plate. Tap ADD IMAGE on the new-equipment form and choose AI Scan Nameplate (Camera) or (Gallery), or use SCAN NAMEPLATE under AI TOOLS on a saved unit. It fills in manufacturer, model, serial, voltage, phase, amps, refrigerant and charge, and whatever else the plate prints, and leaves anything it cannot read blank rather than guessing. Scanning needs a signal. Your first 10 AI scans are free, then it is Pro.
How do I keep preventive maintenance from slipping?
Put each PM on a repeating schedule with a due date and a phone reminder, so the next one is booked as soon as you finish the last. Tap PM Schedules on the home screen, then +, pick a preset such as Change Filter or type your own title, set how often in days, weeks or months, and set REMIND ME. The list filters by Overdue, Due Today and Coming Up. When the job is done, tap CLOSE, COMPLETED, then LOG & COMPLETE, and the app writes the service log and moves the due date forward. A visit that did not happen is closed as NOT COMPLETED with a reason. It is free on the phone, and reminders need no signal.
How do I keep a unit's repair history when the technician who knows it leaves?
Log every visit on the unit's own Service Log, not in a technician's notes, so the history stays with the equipment when the person leaves. Open the unit, tap MAINTENANCE, then Service Log, then +, and fill in the date, service type, technician, vendor and description, with parts under PARTS USED. A finished PM or work order writes its own log. On a Team plan the whole crew sees what was logged, and a live QR tag (Pro) opens the unit's service history on any phone with no app. Logging works with no signal; opening a live QR tag needs a connection.
What kind of guides are available in the hub?
Step-by-step guides for the app's features — AI scanning, QR tagging, inventory, maintenance logs, invoices and getting paid, receipts, PM schedules, work orders, maintenance plans, tenant door tags and Teams — plus an overview guide for the web dashboard. Most of the older guides carry real app screenshots; the newer ones are short worded walk-throughs that name the real buttons.
Are these guides specific to mobile or web?
Each guide has a Mobile App / Web Dashboard toggle, but most of the detailed step-by-step content lives on the mobile app (iOS & Android) since that's where most features live today. The web dashboard has its own overview guide, and we're adding more web-specific guides as dashboard features expand.
Can I access these guides offline?
The guides website needs an internet connection. On the phone, core tracking works fully offline — your equipment records, parts and maintenance logs are readable and editable in zero-signal zones — while AI scanning, AI diagnostics, cloud sync and hosted QR pages need a connection.
Who are these CMMS guides written for?
They are written for field HVAC technicians, property maintenance crews, and facility managers looking to digitize their workflows.
Do the guides include instructions for team management?
Yes — the Teams guide covers inviting your crew with a code and choosing each person's role, and there are guides for cloud sync & sharing (including transferring a building to another owner) and for the vendor check-in system, which turns a building into a QR-code entry point for contractors.