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Schedule preventive maintenance

Set up a service that repeats every month, quarter or year, and let Ultra BMS create the work orders for you.

MaintenanceUpdated 07/10/2026 · 2 min read

In this article

Getting startedStepsStatusesFAQ

Getting started

A PM schedule is a routine job: servicing the chiller plant every quarter, checking the lifts every month, treating for pests twice a year. On the day a job is due, Ultra BMS creates a work order from the schedule, with the category, priority and assignee you chose. Open Property › Operations › PM schedules.

Before you start

  • Your role is Admin, Property Manager or Maintenance Supervisor.
  • The equipment is registered in Asset management › Assets, if you want to link it.

Steps

Open PM schedules. The tiles count the active schedules, the ones due this week and the PM work orders generated this month. Switch between List, Calendar 2 and By asset. Each row shows the frequency, the next due date, the last run and the assignee 3. Click New PM schedule 1 to add one.

The PM schedules page with its summary tiles and a table of schedules.
  1. New PM schedule
  2. The Calendar view
  3. A schedule

Fill in the form. Give the schedule a Schedule name 1, a Category 2 and a Description of at least 20 characters. Choose the Frequency (Monthly, Quarterly, Semi-annually or Annually) and the Start date: the first work order is generated on that date. Set a Default priority, and optionally a Default assignee (a vendor or a staff member) and the Asset the schedule services. The preview on the right updates as you type. Click Create schedule 3, or Save as draft.

The New PM schedule form with the schedule information, the recurrence settings and the assignment defaults.
  1. Schedule name
  2. Category
  3. Create schedule

Open a schedule to see its next due date, the generation timeline and every work order it has created. Generate now 1 creates the next work order straight away. Pause 2 stops new ones until you resume. The Reminders & automation panel 3 shows who is reminded and when.

One PM schedule with its generation timeline, the generated work orders and the reminders panel.
  1. Generate now
  2. Pause
  3. Reminders and automation

Tip — Ultra BMS checks for due schedules once a day and emails a reminder three days before a job is due. Work orders from a schedule appear in Work orders with the Scheduled status.

Statuses

Status: Draft
What it means: Saved, not running yet.
Status: Active
What it means: Generating work orders on its dates.
Status: Paused
What it means: Not generating until you resume it.
Status: Completed
What it means: Past its end date. It generates nothing more.

FAQ

Can I link a schedule to a piece of equipment?

Yes. Choose it under Asset (optional). The schedule then shows on the asset page, and the work orders it creates count in the asset’s maintenance history.

What if I need a job done before the next due date?

Click Generate now on the schedule.

Can the schedule stop by itself?

Yes. Set an End date. Without one it runs until you pause it.

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