📖 How-To Guide

PM Schedules and Reminders
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 Schedules and Reminders (Always Free)

📱 Mobile App Guide

  1. 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.

  2. 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.

  3. 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.

  4. 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.

  5. 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.

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.

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Frequently Asked Questions

Everything you need to know about the Equipment Tracker Pro guides and features.

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.