Scheduling and Organising Preventive Maintenance Plan

Through our Caction platform, you will be able to easily schedule and organise preventive maintenance for each or your Site/Customer. You will have the access to create planned maintenance task which will be beneficial in ensuring all required maintenances are done in a timely manner. 

In this article, you will find some guides on how to create your Preventive Maintenances, where you will be able to assign specific technicians to the Jobs, as well attach all required parts and assets to be used for the Jobs. You will also be able to set statuses on those jobs as well as monitor it in the system, allowing seamless monitoring process between the technicians, as well as the management team for the specific job.

You may click on these links here for quick access for each of the subtopics:

• Create Job with Repeat Job
• Assign & Reassign Technician
• Attach Asset
• Monitor Status Updates

Create Job with Repeat Job

Let's say you are in the maintenance industry and have weekly equipment checks. Instead of manually adding that job to the schedule week after week, you just set it up once! You simply tell the system how often it should repeat and when it should stop (either on a specific date or after a certain number of times). This saves you the trouble and time of creating each job individually.

For more information on how to create a repeating job, you may visit our page here on the more comprehensive guide:
How to Create a Repeat or Recurrent Job?

Below here are some steps on how you can create a repeating job

1) Select ‘+ Add Job’ button to start create job.

*Note: A repeat job can only be set up during job creation.

2) Select job category and save it.

3) You may then proceed with adding in all the necessary information on the Job itself, starting with the Site/Customer details.




Fill out the details of the new job. Available fields may differ depending on your company’s system setup.

*Note: Fields marked with an asterisk ( * ) are required.

4) Scroll down and locate the "Does not repeat" button. 

5) Set the frequency of the job to repeat.
Example:
Repeat every 1 day means the job will repeat every day.
Repeat every 1 week means the job will repeat every week.
Repeat every 1 month means the job will repeat every month.

Scenario 1: Repeat Job by End Date

The job will repeats until the specified end date.

1. 1. Click on “Days” and select your preferred option: Days, Weeks, or Months.
      •If you choose “Weeks”, a “Repeat on” section will appear where you can select the days of the week.
      •If you choose “Months”, a “Monthly on” section will appear where you can select the day of the month.
      
      

*Note: The ‘Repeat on’ setting allows you to choose the specific days of the week for the job to repeat, only applicable if the repeat interval is set to weeks. You can select one or more days of the week.

2. Select end date for when the repeat job should stop recurring. (e.g., June 30, 2026).

3. Click the ‘Continue’ button to apply and proceed with the selected repeat settings.

4. The recurrent job shows the jobs will be repeated weekly on until Tuesday 30 June 2026.

Scenario 2: Repeat Job By Occurrence

The job repeats until the specified number of occurrences is reached.

1. Select ‘After’ and set how many times the job will repeat.

2. Click the ‘Continue’ button to proceed with the selected repeat settings.

3. The recurrent job shows the jobs will be repeated weekly on Tuesday for 2 times.

Scenario 3: Change Dates on Recurring Job

You can update the dates on all your recurring Jobs at once. 

1. 1. From the Job Details Page, you can click on the 3-dot icon to your top right corner, click on that and then you can proceed to click on the Edit Job button.
      
      
   2. You can proceed to update the date from the Start Date and the End Date through this section here.
      
      
      
   3. Once you have updated the date, click on the save button to the top right corner of the page, which will show you these options
      
      

      Edit Options	Explanation
      This Job	This option will only save the changes on just this current job in the series.
      This and following Job	This option will update the date for the current job, as well as future jobs in the series.
      All Job	This option will update the date for all of the jobs in the recurring job series.

      
      
      
   4. For this example, we will select All Job and and proceed with saving the job. Once you have saved the job, all other jobs in the recurring job series will also have the date updated.
      

How to Assign or Reassign the Technicians on a Job?

Once the Preventive Maintenance Jobs has been created, you can then assign your technicians to those jobs, which will ensure that the technicians will be able to take notice of the jobs that are meant for them. By doing so, you will also be able to track all progress made by the technician assigned to the job.

There are two ways for you to assign technicians to the job, the first one is through the creation process, and the other one is through the Job Details page once the job has been created. You will also be able to reassign technicians to the job, allowing you to either replace the current technician for the job, or attach another technician should support is required for the job.

To assign a technician during job creation:

1. 1. At the desktop site’s navigation bar, go to Business Management > Schedule > Job Schedule.
      Add New Job Here: https://system.caction.com/activity/scheduler

      

   2. Click on the “+” button to add new job.

      

      *Note: If you do not see a “+” button, you may need to request permission or help from your Admin to register new job.

   3. Select the job category.

      

      *Note: Please select the correct job category before proceeding. Each category may have specific requirements depending on its purpose

   4. Click the “SAVE” button to proceed.

      

   5. Fill out the details of the new job. From Assign List section, click the ‘Assign User’ button to view and select users to assign to the job.

      

      

   6. Click “Save Job”.

      
      
      
      

To assign or change a technician to job through edit details:

1. 1. Go to the Job Schedule or Job details page and select the existing job you want to assign a technician to. 
      
      
      
   2. Scroll down on the Job Sidebar and locate the "Assign User" button. 
      
      
      
      
   3. Select the technician (user) from the dropdown list. 
      
      
      
   4. Save the job details and you will now have the job assigned to your technician.

Attach Asset

In Caction, Assets refer to the equipment or items related to the services your company provides — especially important in the service and maintenance industry.

Assets can be attached to multiple parts of the system, including:

• Site/Customers

• Projects

• Jobs

• Digital Forms

• Public Forms

For example, you will create an asset and attach it to the job so that your team can easily track and manage the equipment they service. Assets can also be included as part of your Job To-Do List, helping your field staff stay organized and ensure nothing is missed during a service visit.

To attach an asset in a job on the desktop version, follow these steps: 

1. Go to the desktop site and navigate to “Main Navigation” > “Business Management” > “Schedule” > “Job Schedule”.
 

2. Click the “+” button to create a new Job. Select the Job Category.

 
3. Scroll down to the "Select Asset" section and click the “+” button. 


4. Select your preferred assets and then click on “Save”.  Do take note that the Assets in this list will correspond to the assets that is attached to the specific Site/Customer.



6. Confirm your selection from the list and then click on the "Save Job" button once done. 

Monitor Status Updates

Once the job has been created and assigned, it will be time for the technicians to complete the job and perform the required repairs. Whenever the technicians complete a task, they can proceed to update the status of the job, which can then signify on what stage the repair is in. 

All updates made on the status, and all actions done to the job can be traced in the job itself, allowing the Admins to review the job updates in real-time alongside the technicians working on it onsite, despite the Admin not being onsite at the given moment.

How to Update Status on Jobs

1. In order to update the status on your job, you will need to go through the Job Details page first, which can be done by clicking the specific job in the Job Schedule page: Job Schedule
   
   
   
   
2. Click on the specific job that you wish to update its status. It will open the specific job in the sidebar as shown below.
   
   
   
   
   
3. Click on the Status Icon on the Job. Do note that this Icon may show up in a different color based on the Status settings for your account. 
   
   
   
   
4. It will then open this Update Status pop-up, which you will find some options to choose status, assign and alert users. Click on the Status Dropdown bar as highlighted below.
   
   
   
   
5. Select the specific status that you want for the Job.
   
   
   
   
   
6. Once you have selected the status, you can proceed with clicking the "Save" button. 
   
   
   
   
   
7. The job status will now be updated according to your selection. 
   
   

How to Monitor the Status Updates

1. You will need to open the specific Job that you wish to view. You can do this through the Job Schedule page and click on the job itself. 
   
   
2. You can click on the "Comments" button to open the comment section.
   
   
   
   
3. You will now see the Comment Updates Sections, which will also show the details on all the status updates that was made for the job itself. 
   
   
   
   
4. The status updates will be shown with the System Update tag on it. It will show the details on who updated the status, when was it updated as well as how long has it been since the last status set in the job. Here is an example on the System Updates.
   
   

The technicians can also upload photos and alert the admins from within the jobs itself should something required the Admin's attention and approval.