How to Book a Preventative Maintenance Job

Learn how to successfully book a preventative maintenance job, create assignments in your management system, and confirm scheduling with your clients.

June 28, 2026 By Reem Saba

This guide explains how to book a preventative maintenance job once client approval is received. By following these steps, you will create the job in your management system, assign a technician, and send a final confirmation email to the client.

This process applies to service coordinators and dispatchers. It should be used immediately after receiving approval from a client to proceed with scheduled preventative maintenance.

Review Site History

Before creating a new job, check if there are other inspections or tasks already due at the client's site.

Copy the site address from the client's approval email.

Step #2: In your job management dashboard, search for the address and open the corresponding site details. — In your job management dashboard, search for the address and open the corresponding site details.

Step #3: Click the History tab to see if there are any existing records for the site. — Click the **History** tab to see if there are any existing records for the site.

Step #4: Click Recurring to check for any other scheduled activities like door inspections. — Click **Recurring** to check for any other scheduled activities like door inspections.

Step #5: Click Customer Assets to review the specific equipment that requires maintenance. — Click **Customer Assets** to review the specific equipment that requires maintenance.

Create the Maintenance Job

Copy the site address to your clipboard once more.

Step #7: Navigate to the Utilities menu and click Maintenance Planner. — Navigate to the **Utilities** menu and click **Maintenance Planner**.

Step #8: Set the Date Range for the upcoming month. — Set the **Date Range** for the upcoming month.

Paste the site address into the search field.

Step #10: Select the correct property from the dropdown suggestions. — Select the correct property from the dropdown suggestions.

Step #11: Click SEARCH to locate the site's assets. — Click **SEARCH** to locate the site's assets.

Step #12: Check the Select All box to select all associated customer assets. — Check the **Select All** box to select all associated customer assets.

Step #13: Click Create Jobs. — Click **Create Jobs**.

Step #14: Click OK in the confirmation dialog box. — Click OK in the confirmation dialog box.

Step #15: Click the Continue arrow to proceed to the newly created job. — Click the **Continue** arrow to proceed to the newly created job.

Update Job Settings

Step #16: Click the Settings tab within the job view. — Click the **Settings** tab within the job view.

Step #17: In the Order No. field, type the approver's name and the date of their email (e.g., "Meg EMAIL 26/6/26"). — In the **Order No.** field, type the approver's name and the date of their email (e.g., "Meg EMAIL 26/6/26").

Step #18: Select the assigned technician from the Technicians list. — Select the assigned technician from the **Technicians** list.

Step #19: Apply the PM tag to categorize the job correctly. — Apply the PM tag to categorize the job correctly.

Step #20: Click the Attachments tab to upload and save the client's approval email to the job file. — Click the **Attachments** tab to upload and save the client's approval email to the job file.

Step #21: Click SAVE AND FINISH. — Click **SAVE AND FINISH**.

Schedule the Job

Step #22: Click Schedule Job to view the resource planner. — Click **Schedule Job** to view the resource planner.

To minimize travel time, look for dates when the technician is already scheduled for jobs in nearby suburbs. A driving distance of 5 to 15 minutes is ideal.

Step #23: Click on an available time block on the schedule to assign the job. — Click on an available time block on the schedule to assign the job.

Send Client Confirmation

Step #24: Return to the original email in Outlook and click Reply. — Return to the original email in Outlook and click **Reply**.

Step #25: Insert your standard preventative maintenance email template. — Insert your standard preventative maintenance email template.

Step #26: In your job management software, click the Contacts tab on the site details page to view site contact details. — In your job management software, click the **Contacts** tab on the site details page to view site contact details.

Type the name of the site contact into your email draft.

Copy the contact's phone number from the software and paste it into the email.

Add the lockbox code to the email draft if the site uses one.

Step #30: Verify the scheduled date in the message body, then click Send. — Verify the scheduled date in the message body, then click **Send**.

Q: How do you optimize scheduling for maintenance jobs?

A: Search for other jobs in nearby suburbs. Aim for a date where a technician is already working within a 5 to 15-minute drive of the new site to minimize travel time.

Q: Where do you input the client's email approval reference?

A: Enter the client's name and the date of their approval email into the "Order No." field on the job's Settings tab.

Q: Where can I check for existing jobs at the same site?

A: Navigate to the site details and look under the History and Recurring tabs to see if other tasks, like door inspections, can be grouped with the maintenance visit.

Term	Definition
Preventative Maintenance (PM)	Regularly scheduled service performed on equipment to lessen the likelihood of it failing.
Maintenance Planner	A tool within the job management software used to search for and generate jobs for scheduled asset maintenance.
Customer Assets	Specific equipment or items located at a client's site that require servicing or tracking.