Maintenance Overview

Things to consider

● Prior to starting this workflow, verify that your Service

Agreement Settings are up to date.

● Maintenance Types (set up in Custom Fields) should be added

according to the Types of Maintenance Jobs your company

offers (i.e. Major, Minor, Quarterly HVAC PM).

TABLE OF CONTENTS

What is a Maintenance Job?

💡A Maintenance Job is a Job that represents the services that are

included in your Service Agreements. Usually, Maintenance Jobs are

scheduled on an annual, biannual, quarterly, or monthly basis for

planned/preventive maintenance.

What is the difference between a Maintenance Job and

regular Job in BuildOps?

Maintenance Jobs are nearly identical to regular Jobs in BuildOps - the

main difference is that Maintenance Jobs are jobs that are included in

the terms of a Service Agreement for planned/preventative

maintenance and have a due date, while regular Jobs are created when

the customer calls for break/fix type work or emergency service.

When you create a Service Agreement, you bulk-create all

Maintenances that are included within the terms of the contract. This

ensures that you are setting up all of the Maintenances accurately in

advance according to what is signed between you and your Customer.

During the Service Agreement creation process, you may create

Maintenance Visits. A Visit represents each time a technician visits a

property to perform work for a Maintenance or Job. Sometimes

multiple visits are needed to complete the entire scope of work.

Maintenance Table

To access the Maintenance table, hover over “Operations” → click

“Maintenance”.

The Maintenance table is very similar to the Jobs table. A list of all

Maintenances is found here.

Maintenance Table Filters and Sorting

At the top of the table, you will see Maintenance status filters that

quickly sort Maintenances according to the following:

Click on a filter to quickly view Maintenances in a specific status.

Maintenances can also be filtered by Date or Location.

Click the Date icon to filter the Maintenance table by a date or time

frame.

Click the Location icon to filter for Maintenances within a specific location. This feature is useful for creating efficient schedules for technicians based on where the Maintenance is located.

To apply a Location Filter, enter a filter radius from a Property or

Address. Click “APPLY LOCATION FILTER”.

Like other tables in BuildOps, you can create custom “Table Views” that

support different office workflows such as identifying Maintenances

that are reviewed and ready to be invoiced.

How To Create Visits From The Maintenance Table

To create a Visit from the Maintenance table, check the box next to an

unscheduled Visit you wish to schedule a Visit for.

Click “Create Visits” (upper right corner).

Click “Bulk Visit Creation” to create multiple Visits based on one set of

inputs or select “Manual Visit Creation” to manually assign a time, date,

& technicians for each Visit. Click “CREATE VISITS”.

Click the arrow in the upper left to expand the Visit Information.

Fill in the data fields and click “CREATE VISITS” (upper right corner).

NOTE: A date, starting time, and technician must be selected for this

Visit to appear as Scheduled on the Dispatch Board. If one of more of

these data fields are missing, the Visit status will be Unassigned.

After you click CREATE VISITS, the Visit status and the Maintenance

status will change to Scheduled.

Exporting A Maintenance Parts List

To export a Parts list, check the box next to a Maintenance.

NOTE: The parts that will be exported are those that are associated with

'Tasks' in Maintenance.

Click “EXPORT PARTS LIST” (upper right corner) to download an excel

spreadsheet.

This feature is useful if:

● You need to send your parts to a purchasing agent for them to

order ahead of time.

● These parts need to be pulled from stock ahead of time.

● The technician needs to go to the supply store and purchase the

parts.

Changing A Maintenance Due Date

Maintenance Due Date can easily be changed from the Maintenance

table by clicking the edit pencil icon next to the date in the Due Date

column.

Maintenance Numbers

Maintenance numbers are generated according to the Service

Agreement they belong to.

In the example SA1005-4, the Service Agreement number is 1005. The

number 4 represents the fourth Maintenance (or occurrence) within

the Service Agreement.

NOTE: A Maintenance is not a Visit. All Maintenances need (1) or more

Visits for the work to be dispatched and completed.

Click on a Maintenance number hyperlink to be directed to the Maintenance page.

Maintenance Page

On the Maintenance page, you will see all the necessary information.

The information on the left side of the Maintenance page is pulled in from what is set on the Customer and Property pages.

The top of the Maintenance page displays information that is pulled in from the Service Agreement (based on what is added on Step 4 during Service Agreement creation i.e. Maintenance Type, Budgeted Hours, Service Description).

To edit this information, click “EDIT” (upper right corner).

Any field that is gray is editable. Click “SAVE” (upper right corner) to

save changes.

In the middle of the Maintenance page are tabs that hold vital Information about the Maintenance.

Scheduling - holds all Visit information. Visits can be added, scheduled, or canceled from here.

Tasks - displays assigned Tasks to be completed.

Forms & Attachments - any Forms or attachments are listed in this

section. With the correct Form settings, technicians can add Forms

directly from the Mobile App while on a Visit.

Parts & Purchasing - any Purchase Orders and Items are listed in this

section.

Job Costing - displays all Costs and all Revenues that have been

incurred on the Maintenance.

Reports & Invoices - shows Visit Reports, Maintenance Reports, and

Invoices. These PDF documents are downloadable.

An Activity Log is located at the bottom of the Maintenance page. This

feature provides visibility on any changes that have been made on the

Maintenance by showing a timestamp and who made the changes.

To mark a Maintenance as complete, click the three dots (upper right

corner) → click Complete.

To skip a Maintenance, click the three dots (upper right corner) → click

Skip.

NOTE: A Maintenance cannot be skipped if there is a scheduled Visit in

the Scheduling tab. Click “X CANCEL” to cancel the Visit prior to

skipping the Maintenance.

To review a Maintenance Job Report, click “OPEN MAINTENANCE

REPORT” (upper right corner).

Once a Maintenance Job has been reviewed, it can be billed for via the

Maintenance Report (for Bill Upon Completion Maintenance, by

following the same process Invoicing process as a T&M / Quoted Job) or

through Accounting → Recurring Maintenance Invoicing.