Visualize and schedule maintenance activities
Visualize maintenance schedules
Day, week, and month views of all scheduled activities.
A busy day folds its extra entries into a "+N more" link. Use the Density selector above the grid to choose how many entries each day shows before folding — Compact (3), Comfortable (6) or Show all. Click "+N more" (or any day) to open that day's full list, where every entry has a Reschedule date picker. That is the reliable way to move a job on a phone or tablet, where dragging does not work.
On a phone, the Schedule screen carries the same Month and Week choice. In Week the seven days are listed one after another, each with its own count, so you read the week without tapping into a day. Combine it with "Planned only" and "View by: Technician" to see who is doing what, day by day.
A work order with a planned start and a later finish appears on every day it runs, not only on the day it starts — so a day's count reflects the real load, not just what begins that morning. The mobile app shows the same thing: the first day carries the start time, and the days after it are marked "Day 2 of 5" so you can tell at a glance that the job was already under way.
A calendar only shows the days on screen, so work you missed last week is easy to lose. When anything is past due, a banner at the top of the calendar — and of the Schedule screen in the mobile app — shows how many across your whole backlog, and opens the work order list already filtered. Late work stays on its own scheduled day in the grid: that is the date it was planned for, and moving it would hide whether it was done on time.
On the Business plan and above, click Subscribe at the top of the Calendar page, then Generate link, and copy your personal link — it is shown only once. Paste it into your calendar app as a subscription by URL. You will see the open work orders you can access, scheduled or due between 30 days ago and one year ahead. Your calendar app decides how often it refreshes (often every few hours). The link is personal: do not share it. If it leaks, use Regenerate link or Turn off; it also stops working when your password changes.
A date you pick in a date field is a calendar day, not a moment in time. It shows on that same day everywhere — on the calendar, in the maintenance plan list, on the phone — whatever time zone you or your colleagues are in. "Overdue" follows the same rule: a plan due today is not late until today is over.
Filter by source (maintenance plan, work order, inspection), maintenance type (corrective, preventive, and so on), priority, status, or assignee.
In the mobile app's calendar, each inspection shows its status — Scheduled, In progress, Completed or Verified — and a completed one sits on the day it was done, as on the web. A day's dot takes the colour of the highest priority still open and turns grey once everything that day is done.
Work order calendar
All WOs with due dates appear on the calendar. Overdue items highlighted.
Reschedule work orders directly on the calendar by dragging an event to a new date. The due date updates automatically.
A work order scheduled with a start date and a later finish date appears as a continuous band spanning every day of its execution window, not a single dot. Single-day work orders are unchanged.
When a job runs across more than one shift, open Schedule and expand “Split across several shifts”. Enter how many minutes go on each shift — nothing is divided for you, because an even split is a number nobody chose. The total cannot exceed the work order’s estimated duration; it may be less, and any minutes you leave unassigned are shown so the planner never quietly under-reports its load. On the planner the job then appears as one card per shift, each labelled with its own minutes. Drag one card and only that share moves; drop it on a shift that already holds part of the same job and the two merge.
Drag & drop works for both work orders and preventive maintenance tasks.
Set realistic due dates. Check calendar for conflicts.
Weekly technician workload view with drag-and-drop scheduling
The Planner tab on Work Orders includes a weekly dispatch board: one row per technician, one column per day, and a panel of unscheduled work orders. Drag a work order onto a technician's day to assign and schedule it in one gesture. Available on the Business plan.
Use the toggle in the Planner toolbar to switch between 'By shift' (rows are your work shifts) and 'By technician' (rows are the people who can execute work orders). Companies without shifts open the technician view by default.
A work order whose due date has passed carries a red Overdue badge with a warning icon on its Planner card. The badge appears on every day the job occupies, not only the first, so a late job is visible whichever day you are looking at. It is added to the card rather than repainting it, so the card keeps showing status (or priority) at the same time and the badge works in both planning modes.
When a technician belongs to one or more teams, their team appears under their name in the Technician column — the first team, followed by a counter such as "+2" when they belong to several (hover to see the full list). Use the team filter above the board to narrow the rows down to one or more sections. Technicians who are in no team are displayed exactly as before, and the filter is hidden if your company has no teams. Rows are also grouped under their team by default: each section gets a collapsible header showing how many technicians it holds and their combined workload for the week. A technician who belongs to several sections appears under each of them, so their whole load is visible from every section they serve — which means section figures overlap and are not meant to be added up. Untick "Group by team" in the toolbar to go back to a single alphabetical list.
Moving a card in time requires the 'Schedule work orders' permission; dropping it on another technician also requires 'Assign work orders'.
Warning:
Dropping a card on a technician replaces all of its current assignees with that technician.
Each cell shows the number of work orders and the estimated hours for that technician and day. The Unassigned row collects scheduled work that has no assignee yet, and non-working days are greyed out and refuse drops.
Preventive maintenance calendar
PM tasks auto-populated from plan schedules.
Review weekly to prepare parts and assign technicians.
Workload visibility
See workload distribution to balance assignments.
Distribute work evenly across team members.
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