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PM Schedule Monitor

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Feature availability by platform, plan type, and user type
Platform:AvailableWebNot availableMobile
Plan Type:Not availableBasicNot availableEssentialNot availablePremiumAvailableEnterprise
User Type:Not availableRequesterAvailableFull UserAvailableAdministrator

PM Schedule Monitor reviews the maintenance schedule for a team or an entire organization against technician capacity and preventive maintenance (PM) cadence. It flags drift, such as overdue jobs, technician overload, and new reactive work orders disrupting planned PM. PM Schedule Monitor then proposes rescheduling or reassigning specific work orders to rebalance the workload.

When to Use PM Schedule Monitor​

You can use PM Schedule Monitor to find scheduling problems before they affect your planned maintenance, for example when technicians are overloaded or overdue work orders are building up.

Before You Start​

To use the PM Schedule Monitor skill, you need:

  • Permission to view work orders across teams.
  • Permission to edit work orders (due date and assignment).

For more information, see User Roles and Permissions.

Data the Skill Reviews​

PM Schedule Monitor uses the following information to generate its output:

DataInformation Reviewed
Work ordersDue dates, statuses, and assignees in the analyzed window, including overdue work orders.
Technicians and teamsTechnician and team headcount.
PM recurrenceActive PM recurrence chains for each asset.

Limitations​

PM Schedule Monitor has the following limitations:

LimitationDetails
Approval requiredEvery rebalancing suggestion is a proposed reschedule or reassignment that you approve in MaintainX®. Nothing changes automatically.
Accessible dataThe skill analyzes only the records and capacity data you have permission to access.
Default scopeWhen you don't select a team, the skill analyzes the next seven days of workload data across all teams you have access to.

Review the output before taking any action. For more information about the safeguards MaintainX applies to all AI-powered skills, see Built-In Safeguards.

Set Up PM Schedule Monitor​

  1. From the sidebar, select Smart Hub > Skills. The Skills page opens.

  2. Select PM Schedule Monitor.

  3. In the Details tab, select Add Configuration.

  4. In the Configuration name field, enter a name for the configuration.

  5. [Optional] Set up one or multiple schedules for the skill to run automatically. For more information, see Schedule a Skill.

    note

    If you don't want to set a schedule, you can finish setting up the skill and run it manually. For more information, see Run PM Schedule Monitor.

  6. In the Settings section, select the Teams you want to include in the report.

  7. Select Create. MaintainX redirects you to the skill's Details tab.

Manage skill configurations

You can also edit or delete the skill configuration.

Run PM Schedule Monitor​

After creating a configuration, you can run the skill manually or let it run on the schedules you set. For more information, see Run a Skill Configuration.

For both manual and scheduled runs, open the Activity tab to check the run status and access the generated report. For more information, see Review the Report.

Manage the Output​

When the report is ready, you receive a notification. To open the report, do one of the following:

  • Select the notification at the bottom of your screen.
  • On the skill's Activity tab, select View Details for the run.

Both options open the report in the Smart Hub inbox.

Review the Report​

Depending on your configuration, the report includes the scheduling problems PM Schedule Monitor identified. The skill also suggests recommendations to reschedule or reassignment tasks to rebalance the workload.

To review the report:

  1. On the recommendation card, select Review and Update. The impacted work order opens.

  2. Review and adjust the work order based on PM Schedule Monitor's recommendations.

  3. Select Update.

    note

    If the work order is part of a recurring series, you can apply the changes to one work order or its series.

  4. When prompted, select Confirm.

The work order is updated.

Archive the Report​

After reviewing the recommendation, you can archive it. For more information, see Archive a Skill Output.