June 9, 2020


How to Create a Preventive Maintenance Work Order (Tutorial)

How to Create a Preventive Maintenance Work Order (Tutorial)

Ready to ditch paper stacks, clipboards, and complex Computer Maintenance Management Systems (CMMS)? This article will show you how to create a preventive maintenance work order from scratch with MaintainX!

Our mobile-first task manager makes creating work orders super easy. So easy that anyone with a smartphone can learn how to navigate the app in about 5 minutes. MaintainX is suitable for a variety of organizations, including: 

Here, we’ll walk through the step-by-step process of creating your first preventive maintenance work order. Creating a reactive maintenance work order is similar – just don’t include a repeating component. Depending on the nature of your preventive maintenance plan, your PM schedules might require additional layers of complexity. 

Should you require additional assistance, don’t hesitate to reach out. One of our tech experts will guide you through the process via phone or chat.  

Let’s get started: 

5 Steps for Creating a Preventive Maintenance Work Order With MaintainX From Scratch (with optional steps included)

Time needed: 5 minutes.

Easily create a preventive maintenance checklist in less than 5 minutes!

  1. Download the app

    If you haven’t already, install the MaintainX app on your chosen device:
    Click here to download the app for iOs.
    Click here to download the app for Android.
    MaintainX is designed to work on iPhones, iPads, Androids and Desktop computers. In this tutorial, we’ll be creating a work order via iPhone. Your screen may appear slightly different depending on which device you are using. 

  2. Open the app and create a free account

    Creating an account takes less than 15 seconds!

  3. Create a work order

    Select the ‘Plus’ sign as seen in the screenshot below to get started. The only required field is a Work Order title.

    create a work order

  4. Describe your work order (optional)

    Next, you have the option of uploading an accompanying image and writing a work order description. The description field is great for providing assigned workers with special instructions, context, and important data.

    blank Work Order

  5. Upload any relevant pictures (optional)

    You can add photos to help your team understand what needs to be done

    Upload photos

  6. Assign Team Members (optional)

    Next, select  “Assign To,” and choose who should be notified once the work order is ready. You can assign work orders to both departments and individuals. The screen will change to show a database of previously input contacts: 

    Assign team members

    If you don’t already have team members saved, you will be given the option to enter them individually or upload the contacts from your smartphone.

  7. Set a time frame

    When should this item be assigned, and how often? Select the next prompt from the Work Order home screen, and a calendar will appear. Select a date and customize the options for a due time, start date, and repeatability:

    maintenance schedule

  8. Select a Priority level (optional)

    As you can see, our work order screen now shows the assigned worker, due date, and repeatability options we selected from the previous step. Next, rate the work order a priority of none, low, medium, or high.

    Select Priority

  9. Add your Procedure (optional)

    Next, select “Add Procedure or Inspection” from the light-blue box. 

    Add a procedure

  10. Create a Procedure

    This is the “heart” of the work order. Here, you will input instructions on what needs to get done and how. You have the option of adding section headers and various form fields for work order organization: 

    Create a procedure

  11. Select the appropriate fields

    Click on the light-blue, “check box” field, and you will see drop-down options for procedure customization options, including multiple-choice, pass/fail, fill-in-the-blank, and more. We even have a new, digital signature block feature that can be included for supervisors who prefer traditional sign-offs:

    CMMS procedures

  12. Example of a customized procedure form section

    Here you can view an example of a few form items in action.

    Procedure form examples

  13. Add a signature field (optional)

    Here’s what our signature form field looks like :

    Signature field example

    Once you’re finished, select “Done” from the top-right corner to save your work. You will now be redirected to the Work Order Home Screen for final customizations.

  14. Add additional classifications (optional)

    From the bottom of the Work Order Home Screen, you can assign vendors, locations, assets, and more in a similar fashion to the previous steps.

    Add additional classifications

    If you need to include any pictures or PDFs, perhaps a formal safety document for reference, you can attach that directly to your Work Order. Simply select “Add File” at the bottom of the Work Order Home Screen. This is also a  great place to add training manuals, manufacturer’s recommendations, and other important documents that are easily misplaced. 

  15. Add a Location (optional)

    For example, below is what it looks like upon opening the Location Tab. If no previously entered locations are available, begin to type a name into the location field. A blue circle will automatically appear with the option to “Create Location.”

    Add a location

  16. Create a Location (if necessary)

    Select “Create Location,” and you will be taken to an interface similar to the procedure form. Here, you can customize a new location entry that can be used both now and in the future. 

    Create a location

  17. Utilize Comments

    Finally, don’t forget to utilize the comments feature by switching to the Comments tab at the top-right of your screen.

    View comments on Work Orders

    Our comment feature is appreciated by both managers and team members alike: Managers receive real-time, verbal confirmation of task completion, and workers can quickly ask for task clarification. Both parties can also attach files and photos directly into the comment stream. That means workers can send photographic depictions of problem areas, and managers can quickly share additional documentation.

  18. Monitor the work order

    Lastly, monitor your assigned work order for completion. Once the order is open, you will begin receiving status update notifications. The work order will remain open until you change the status to On-hold, In Progress, or Done. You can edit the work order at any time by selecting “Edit” from the top-right corner.

    Completed Work Order

Simplify Maintenance With MaintainX

Congratulations—you have now created your first preventive maintenance work order with MaintainX. You can manage preventive maintenance programs for specific assets, track maintenance costs, pieces of equipment, and manage preventative maintenance tasks with ease. Generate work orders, build a PM plan, and manage work orders all from one platform.

Preventive maintenance schedules can also be used to monitor replacement parts with our maintenance management software.

We help busy operations managers stay organized, improve employee communications and enhance onsite safety with a convenient, real-time app that includes: 

  • Unlimited Work Orders: Store everything in “the cloud.” 
  • Unlimited Messaging: No more lost email threads, text messages and undocumented phone calls.
  • Unlimited Photos: Upload (and draw on) as many photos as you need to illustrate workplace problems between parties. 

Are you ready to manage your company’s maintenance and operations without the paper stacks? Global organizations like McDonalds, Marriott and Hilton have already switched to the convenience of MaintainX. 

Click here to schedule a demo or download the app for free. 

Caroline Eisner
Caroline Eisner
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