What does preventive maintenance software do?
Preventive maintenance software records which asset needs to be maintained, when and by whom, and makes sure it actually happens. Unlike a calendar or a spreadsheet, it works actively: it creates due tasks by itself, sends reminders in advance, escalates when work is late and stores the record as soon as the maintenance is done.
Maintenance scheduling in Excel – where the limits are
Many organizations start with a maintenance schedule template in Excel. That is a good first step, but it quickly reaches its limits:
- Excel doesn't remind anyone – someone has to open the list on purpose.
- Several people can't work in it cleanly at the same time; versions drift apart.
- Photos, inspection reports and invoices are stored somewhere else.
- What was actually done is, at best, written in a comment cell.
- Meter readings as triggers can only be modeled with a lot of formula acrobatics.
Features maintenance planning software should have
| Feature | Why it matters |
|---|---|
| Interval-based maintenance | Days, weeks, months, quarters or years – matching manufacturer specifications and inspection obligations. |
| Meter-based maintenance | Maintenance by operating hours, mileage or consumption instead of a rigid calendar. |
| Advance warning | A reminder X days before the due date, so appointments with contractors are set in time. |
| Escalation | If maintenance is left undone, it is raised in priority after a set number of days. |
| Maintenance calendar | All due dates at a glance – by week, month and building. |
| Responsibilities | Internal owners and external service providers for each maintenance plan. |
| Records | Time, notes, photos and documents attached directly to the completed task. |
How to create a maintenance plan in Maintably
- Create the equipment. Under Equipment (Geräte), enter the asset with its name, building, room and manufacturer. Photograph the nameplate and attach it.
- Create the maintenance plan. Under Maintenance plans (Wartungspläne), click "New" (Neu), select the equipment and give the plan a descriptive name, for example "Annual service gas condensing boiler."
- Choose the trigger. Either an interval (for example 12 months) or a meter reading with a threshold (for example every 2,000 operating hours since the last maintenance).
- Set advance warning and escalation. For example, 21 days of advance warning and escalation after 7 days overdue.
- Enter responsibility and effort. Record the internal owner, if applicable the supplier or contractor, and the estimated effort in hours. Flag mandatory inspections as "legally required."
- Check the maintenance calendar. The new appointment appears in the Maintenance calendar (Wartungskalender). From here on, everything runs automatically.
Typical maintenance intervals in buildings
The following values are rules of thumb. What counts is always the manufacturer's specifications, legal requirements and your own risk assessment.
| Asset | Typical interval |
|---|---|
| Heating system / burner | annually |
| Ventilation and air conditioning systems (filter replacement) | 3–12 months |
| Fire extinguishers | every 2 years |
| Smoke detectors | annually |
| Fire doors and hold-open systems | annually |
| Portable electrical equipment | 6–24 months, depending on use |
| Gates and barriers | annually |
Who benefits from a digital maintenance planner?
Anyone who keeps maintenance for more than a few pieces of equipment in their head or in a spreadsheet: building maintenance services, property management companies, in-house facility engineering in commercial and industrial settings, schools, hotels, care facilities and technical service providers. Once there are inspection obligations and several people involved, the spreadsheet becomes a liability risk.