Add PM

Add PM

Note: Requires admin privileges to implement.  Please contact your Landport Administrator.  If you ARE your organization's Landport administrator and want to request PM privileges for yourself or a co-worker, please submit a Support ticket.

We suggest starting with a small number of soon-to-trigger PMs and seeing how you like what you've built.

To add a recurring/PM instruction:

1. From the Dashboard, tap Preventive Maintenance.
2. Tap Create New Request.
3. Complete the following fields:
  • Work order title - Populates the work order description field when the PM triggers.
  • Urgency
  • Location - Select a location by tapping Click here to select a location (see Tip 1).  A pop-up window will appear allowing you to select the location, using the "+" sign to drill down as needed.  Tap here, if you don't see the location pop-up window.
  • Service Type - Required so the preferred Servicers (if any) appear in the auto-dispatch section.
  • Manager - Defaults to your Manager account.  Be sure the Manager responsible for the PM is selected, if it is not you.  It's suggested that a particular Manager's PMs are built from their own account, for easier tracking and editing.  Another option is to use a special PM/Equipment Manager account.
  • Work order instructions (optional) - Intended for Servicer to reference and is especially helpful when a formal checklist isn't needed.  Appears after "Work order title", as part of the description field.
  • Additional information to include in these service instructions (optional) - If checked, the cost budget (if entered when manually dispatching the request) and/or the location/equipment's service history will be visible to your Servicer.
  • Maintenance Checklist (optional) - Select a previously created checklist (see Create Checklist).
  • Requested Service hours (optional) - If you want to communicate specific hours to the Servicer.
  • If additional maintenance items are discovered during this Reoccurring Service Request, how would you like these items to be addressed? - Suggest leaving default selection for internal Servicers (i.e. maintenance tech).
  • Search radius (optional) - Adjust zip code-based mileage to include/exclude preferred Servicers.
  • Auto-dispatch to Servicer (optional) - When the PM triggers a request, it will be auto-dispatched to whomever you select (works best if the Servicer has an email/text pager email in the system).  If you leave the default selection ("Select and dispatch to Servicer later"), upon triggering, the request will appear in your "New Service Request" table.  You may then dispatch it to the desired Servicer.  Please tap here for instructions on how to adjust the list of servicers.
  • Select the Frequency of This Reoccurring Service Request - Adjust the frequency (monthly, quarterly, etc.) of the request and the number of days in advance of the due date that the request should be triggered.  Enter the first occurrence and the last occurrence (if "Indefinite End Date" is checked, then you may leave last occurrence untouched).  We recommend NOT scheduling jobs the last few days of a month, since not all months have the same number of days.  We DO recommend scheduling PM jobs to trigger on the first of the month or near the first of the month (regardless of frequency), in the early morning, e.g. 7:00 or 8:00 AM, and to post "0" days in advance (UNLESS:  1) the PM job is one-time only, which requires at least "1" day advance, or 2) your Servicer needs a certain amount of advance notice to prep for a job). 
  • Work Order Visibility to External Servicers - leave Zero Visibility default, unless you want Servicers to view and/or edit your PMs.  Suggest submitting a Support ticket to discuss ramifications. 
  • Purchase order ID (optional)
4. Tap the update button.
5. After noting that your data has been entered successfully, tap the desired next action.  (If you have similar PMs across multiple locations/pieces of equipment, use Create New, Same Settings to save a lot of time!)

Tip 1:  If you have multiple locations or pieces of equipment that can be serviced on the same schedule and by the same Servicer, we suggest building only one PM, selecting the company/building/category level for the location (rather than the individual location or equipment piece).  This practice will streamline your processes, by greatly reducing the number of requests that are triggered.  In this scenario, you may optionally use the Work Order Instructions or a checklist to document and/or track the individual items that are to be serviced.

    • Related Articles

    • Add Checklist

      Note: Requires admin privileges to implement.  Please contact your Landport Administrator.  If you ARE your organization's Landport administrator and want to request PM privileges for yourself or a co-worker, please submit a Support ticket. We ...

    • PM OVERVIEW & BEST PRACTICES

      Introduction on How to Formulate a PM Plan In general, all that is required to formulate a recurring/preventive maintenance plan (PM Plan) is to know: The type of equipment that requires the preventive maintenance, such as HVAC, fire suppression, ...

    • Add Servicer

      Note: Requires admin privileges to implement. Please contact your Landport Administrator. If you ARE your organization's Landport administrator and want to request Company Profile privileges for yourself or a co-worker, please submit a Support ...

    • Add Equipment

      Note: Requires admin privileges to implement.  Please contact your Landport Administrator.  If you ARE your organization's Landport administrator and want to request Edit Location privileges for yourself or a co-worker, please submit a Support ...

    • Add Manager

      Note: Requires admin privileges to implement. Please contact your Landport Administrator.  If you ARE your organization's Landport administrator and want to request Company Profile privileges for yourself or a co-worker, please submit a Support ...