Not every recurring task requires a technician on the shop floor. Monthly budget reviews, annual insurance renewals, quarterly safety committee meetings — these are administrative and compliance activities that need a schedule and accountability, but no Work Order and no asset. The Routines module is designed exactly for this gap.

Recurrence modes

• FROM_COMPLETION: the next due date is calculated from the date you actually complete the cycle. If you complete it 10 days late, the next cycle starts 10 days later too. Best for flexible tasks that can drift.
• FROM_DUE_DATE: the next due date is calculated from the original due date, regardless of when you complete it. This preserves calendar alignment — a monthly report due on the 1st will always be due on the 1st. Best for fixed-calendar obligations.

Availability

The Routines module is available from the Starter tier. Administrators can enable or disable the module at any time from Company Settings.

Routines vs Preventive Maintenance

Preventive Maintenance (PM) is for equipment — it generates Work Orders, tracks labor and parts, and closes with a technician sign-off. Routines are for admin and compliance work — no Work Order is created, no asset is required, and completion is a one-click action with optional notes. Use PM for your machines; use Routines for your meetings, audits, and renewals.

What is a Routine?

A Routine is a recurring administrative or compliance activity. You define a title, an optional category, a frequency (in days), and an assignment (user or role). On each cycle, a designated user marks it complete — with optional notes — and the system automatically schedules the next due date.

When to use Routines

• Monthly safety committee meeting
• Quarterly budget review
• Annual insurance policy renewal
• Monthly KPI report for management
• Regulatory compliance audit (OSHA, ISO, GMP)
• Fire drill and emergency response drill
• IT system access review
• Software subscription renewal

This guide covers the full lifecycle of a Routine: creating it, assigning it, completing each cycle, and reviewing the completion history.

Complete a cycle

From the Routines list, click on a routine and then click 'Complete cycle'. A dialog opens where you can add optional notes about what was done. Click 'Complete' to confirm. The system records the completion (who, when, notes) and calculates the next due date automatically based on the recurrence mode.

Create a routine

1. Navigate to Procedures in the sidebar and click 'Create procedure'.
2. Enter a title (e.g. 'Monthly safety committee meeting') and optionally a description and category.
3. Set the frequency in days (e.g. 30 for monthly, 365 for annual).
4. Choose a recurrence mode: FROM_COMPLETION (next due from the day you complete it) or FROM_DUE_DATE (next due from the original due date — calendar-aligned).
5. Optionally set a start date. If left blank, the procedure is immediately due.
6. Assign it to a user or a role. Assignment is optional but recommended for accountability.
7. Optionally set a due-soon reminder — how many days before the due date to notify, and at what hour. Set 0 days to disable it.
8. Click 'Create' to save.

On the dashboard

Routines due within 7 days or already overdue appear in the dashboard 'Needs Attention' section, with quick links that open the Routines list pre-filtered. These cards are only visible to users with the routines:read permission.

Completion history

Every completion is logged in the Completion History tab on the routine detail page. The log shows the date, who completed it, and any notes attached. This provides an audit trail for compliance purposes.

Shared lists

Use the Category field as a list name — "Fellowship Hall", "Boiler room", "Weekly rounds". Once a name is in use, a Lists filter appears above the table so you can open just that list. The filter only offers names your company has actually used, so it can never come up empty. The page also updates live: when a colleague ticks something off, it disappears from your view without a refresh.

One-off tasks

Not everything repeats. Set Repeats to "One-off" and give the task a due date: it behaves like any other routine — assignable, categorised, completed with notes — but once it is completed it is marked done instead of being rescheduled. This is what turns the Routines list into a shared to-do list an admin writes and a technician ticks off, without creating a work order for every small job.

Overdue routines

Routines past their due date appear at the top of the list with a red 'Overdue' badge. You can filter by overdue, due today, due in 7 days, or due in 30 days using the filter dropdown.

Pausing a routine

To temporarily suspend a routine without deleting it, set it as Inactive. An inactive routine is excluded from the schedule and will not show as overdue. Re-activate it when you are ready to resume.

Permissions

• procedures:read — view the list and detail pages (Technician, Supervisor, Viewer, Maintenance Planner, Manager, Admin)
• procedures:create — create new procedures (Maintenance Planner, Manager, Admin)
• procedures:update — edit existing procedures (Maintenance Planner, Manager, Admin)
• procedures:delete — delete procedures (Manager, Admin)
• procedures:complete — mark a cycle as complete (Technician, Supervisor, Maintenance Planner, Manager, Admin)

Due-soon reminders

Each routine can send an advance reminder before its due date. In the form, set how many days before to notify and the reminder hour. The assigned user and managers get an in-app and push alert when the window opens, a reminder on the due day, and a daily summary once overdue. Set 0 days to disable the advance reminder; email is off by default and can be enabled per event under Settings → Notifications.