Creating Maintenance Plans
To create a Maintenance Plan, carry out the following steps. The individual fields and options are explained below.
In the main menu on the left-hand side, select "Maintenance Plans"
Click on "+ Add" in the top right-hand corner
Define the subject of the Maintenance Plan
Work your way through the "Schedule", "Associations" and "Work Order Template" tabs and fill in all mandatory fields (marked with *)
Save the plan by clicking on "Create" in the bottom right-hand corner
Properties
Subject: mandatory field, the subject of the Maintenance Plan
Description: an optional description of the Maintenance Plan
Upload files: the optional option to upload files to the Maintenance Plan (e.g. maintenance contracts)
Schedule
In the "Schedule" tab, you define the rules for the automatic creation of Work Orders as well as advanced options.
Creation rules
The following settings are available for the creation rules. All Work Orders generated by the Maintenance Plan will follow these defined rules:
Creation mode
Calendar based - Work orders are created on fixed dates (e.g. always on the 1st of each month)
After completion - A new Work Order is created after the previous one is completed. Due dates shift based on completion (e.g. one month after completing the previous Work Order)
Start Date
The start date defines the day on which the Maintenance Plan creates the first Work Order and also sets its due date. The start date must be at least the current date and must not be in the past. The repetition of the creation, which is defined below, is based on this date.
Repetition Rules
The repetition defines the interval at which Work Orders are created from the start date (e.g. if the repetition interval is set to 2 weeks, Work Orders will be created with the following due dates: start date + 2 weeks + 2 weeks, etc.).
Enter a number and a unit (Days, Weeks, Months, or Years).
For Months and Years, you can additionally define how the exact day is determined:
Date – e.g. the 1st of every month
Weekday – e.g. the first Wednesday of the month
The following options are available for Work Order creation:
Create X [days/weeks] before the due date – The next Work Order is created in advance rather than on the due date. The value is automatically suggested based on the repetition interval (e.g. 2 weeks for a monthly repetition).
Skip creation if the previous Work Order is not completed – When this option is active, no new Work Order is created as long as the previous one is still open. This prevents a backlog of unprocessed Work Orders.
💡 Note: If the next due date is still outside the lead time, you'll see it in the Maintenance Plan's "Work Orders" tab under Upcoming Work Orders. Once the lead time is reached, the Work Order is created automatically and appears there under Uncompleted Work Orders.
Associations
In the "Associations" tab, you define the Assets, organizations and contacts with which the Work Orders created are to be linked. You also define the address of the Work Orders created here.
Assets
Assets is a required field — you must select at least one Asset to save the Maintenance Plan. Select all Assets that should be linked to the created Work Orders (max. 350 Assets per Maintenance Plan).
💡 Note: If you select only one Asset, the linked Organization and address are automatically filled in with that Asset's location.
Work Order Splitting
Once you select two or more Assets, the "Work Order Splitting" section appears with the "Create separate Work Orders" toggle:
Toggle enabled: Each Asset gets its own Work Order (max. 50 Assets).
Toggle disabled: All Assets are combined into a single Work Order (max. 350 Assets).
💡 Important: The "Create separate Work Orders" setting cannot be changed after the Maintenance Plan has been created.
Links in Detail
For combined Work Orders (toggle disabled, or only one Asset selected):
Asset(s): Select all Assets you want to link.
Organization: Select the Organization you want to link. Note: Selecting an Organization automatically fills in the address with its delivery address.
Contact(s): Select all Contacts you want to link. Note: Available Contacts are filtered by the selected Organization.
Address: The selection field lets you choose between the delivery address of the linked Organization and the addresses of all linked Assets. You can also enter a custom address.
For separate Work Orders (toggle enabled):
Asset(s): Select all Assets you want to link. This automatically fills in the linked Organization and address for each Asset.
Organization: Automatically selected based on the linked Asset and can be edited manually.
Contact(s): Select all Contacts you want to link. Note: Available Contacts are filtered by the selected Organization.
Address: Automatically filled in based on the linked Asset and can be edited manually. The selection field lets you choose between the delivery address of the linked Organization and the Asset address. You can also enter a custom address.
Work Order Template
As with the creation of an individual Work Order, the subject, description, properties, planning, checklist entries and forms can be defined. This information is automatically transferred for each Work Order created by the Maintenance Plan.
Note: Subject and status are mandatory fields!
Copying Maintenance Plans
If you want to create Maintenance Plans with similar content, you can copy existing Maintenance Plans. This is possible by clicking on the three-dot menu in the Maintenance Plan overview and on the Maintenance Plan detail page.
The following content is copied from the original to the new Maintenance Plan:
Properties
Subject (with the prefix "Copy of")
Description
Schedule
Start Date
Repetition
Creation period in advance
An optionally set end date
Associations
Asset(s), including Work Order splitting (the "Create separate Work Orders" setting, if multiple Assets are linked)
Organization, Contact(s), and address
Work Order template
Planning
Status
Type
Priority
Responsible Group & Person
Estimated Working Duration
Filling individual data fields
Subject
Description
Checklist entries
The following contents are not copied from the original to the new Maintenance Plan:
Properties: Uploaded files
Work Order Template: Uploaded files in the description