Preventive Maintenance

1. Feature Overview

Preventive Maintenance in tamato allows teams to plan and automate recurring maintenance activities before failures occur. It enables the creation of scheduled work that is executed at defined intervals based on time or dates.

This feature exists to reduce unplanned downtime, extend asset lifecycles, and ensure consistent maintenance execution. Preventive Maintenance helps organizations move from reactive to proactive maintenance.

---

2. When to Use This Feature

Use Preventive Maintenance whenever maintenance tasks need to be performed on a regular or planned basis.

Typical use cases include:

• Scheduled inspections and servicing

• Routine equipment cleaning or calibration

• Compliance-driven maintenance activities

• Manufacturer-recommended maintenance routines

Preventive Maintenance is typically used by:

• Maintenance managers planning recurring work

• Reliability or asset managers defining maintenance strategies

• Technicians executing scheduled maintenance tasks

---

3. Step-by-Step Instructions

To create a Preventive Maintenance order in tamato:

1. Navigate to Preventive Maintenance in the main menu

2. Click Create Preventive Maintenance

3. Fill in the required fields:

   • Title (required)

   • Upload picture or attachment (optional)

   • Recurring work order (optional)

   • Start date with hours and End date (optional)

   • Location (required)

   • Assign the work order to a user or team (required)

   • Priority (required)

   • Asset (optional)

   • Label (optional)

   • Description (optional)

   • Estimated hours (optional)

   • Estimated costs (optional)

   • Safety notes (optional)

   • Task items (optional)

   • Checklist (template) (optional)

   • Custom fields (optional)

4. Click Done

The Preventive Maintenance order is created and saved.

---

4. Field Explanations

Title (required)

A short description of the preventive task.

Best practice: Use clear, repeatable naming (e.g. “Monthly inspection – Air compressor”).

Upload Picture or Attachment (optional)

Reference documents such as manuals or procedures.

Best practice: Attach manufacturer guidelines or standard operating procedures.

Recurrence Rule (optional)

Defines whether and how often the maintenance task repeats.

Best practice: Configure recurrence carefully to avoid duplicate or overlapping work orders.

Start Date / End Date (optional)

Defines the active time period for the preventive maintenance.

Best practice: Set realistic start times aligned with operational schedules.

Location (required)

Specifies where the maintenance activity takes place.

Best practice: Choose the most precise location to support planning and reporting.

Assigned User or Team (required)

Defines who is responsible for executing the maintenance.

Best practice: Assign based on skill set and availability.

Priority (required)

Indicates urgency relative to other work.

Required

Best practice: Keep priorities consistent to support effective planning.

Asset (required)

Links the preventive task to a specific asset.

Optional

Best practice: Always link to an asset when maintenance affects equipment.

Label (optional)

Used to categorize or group preventive maintenance activities.

Best practice: Use labels for filtering and analytics.

Description (optional)

Additional instructions or context.

Best practice: Include steps, constraints, or special requirements.

Estimated Hours (optional)

Expected labor time per occurrence.

Best practice: Use historical data to refine estimates over time.

Estimated Costs (optional)

Expected material or service costs per occurrence.

Best practice: Enter estimates to improve budget forecasting.

Safety Notes (optional)

Safety-related instructions or precautions.

Best practice: Always document safety risks and required PPE.

Task Items (optional)

Individual tasks within the preventive maintenance order.

Best practice: Break work into repeatable, verifiable steps.

Checklist (Template) (optional)

Standard checklist applied to each occurrence.

Best practice: Use templates to ensure consistency across executions.

Custom Fields (optional)

Company-specific data fields.

Best practice: Keep custom fields standardized and relevant.

---

5. What Happens After Submission

After submission:

• The Preventive Maintenance order is activated

• Recurring Work Orders are automatically generated based on the defined schedule

• Assigned users or teams are notified when a Work Order is created

• Each generated Work Order follows the standard Work Order lifecycle

• Completion data is stored for reporting and optimization

---

6. Permissions & Roles

Permissions depend on user roles:

• Maintenance Managers can create, edit, activate, and deactivate Preventive Maintenance

• Technicians can view generated Work Orders and complete assigned tasks

• Other users may have view-only access depending on configuration

Users without appropriate permissions cannot modify schedules or recurrence rules.

---

7. Common Mistakes & Tips

• Avoid overly frequent schedules that create unnecessary work

• Always verify recurrence rules before activating

• Use consistent naming for easier tracking and reporting

• Include safety notes for all risk-related tasks

• Review preventive plans regularly and adjust based on performance data

---

8. Short Summary

Preventive Maintenance in tamato enables proactive, scheduled maintenance through recurring work orders. It helps reduce downtime, standardize execution, and extend asset lifecycles.

Using Preventive Maintenance consistently improves reliability, planning accuracy, and operational efficiency.