Planned preventive maintenance is a promise with dates attached. When those dates live in a personal calendar, the promise depends on one person’s memory.
Generate the full visit plan when the contract starts: one visit per site per period for the term. Each visit has a due date and a status — planned, scheduled, completed or missed.
A week before a visit is due, turn it into a job and assign the team. When the job is completed, the visit is completed. When the due date passes without a job, the visit is missed and someone is told.
The same contract also knows when it ends. Sixty or ninety days before, open a renewal opportunity automatically, with the visit history attached as evidence of the service you delivered.
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Start with the template for your industry. Invite your team when you are ready.