Maintenance Planning & Scheduling
Transform Chaos into Optimized Maintenance Schedules
AssetLab gives maintenance planners drag-and-drop work order scheduling with visual calendars, automated preventive maintenance programs that never miss a PM, intelligent resource allocation matching skills to tasks, and backlog visibility that turns overwhelming work lists into manageable plans. Explore our work order management system and preventive maintenance automation.
The Maintenance Planner's Daily Battles
Managing schedules, resources, and backlogs without the right tools is a losing fight
Scheduling Complexity Nightmare
Managing 200+ work orders weekly across multiple sites with varying priorities. Emergency repairs disrupt preventive maintenance schedules. You spend Monday mornings rebuilding the week's schedule because of Friday's emergencies. Technicians wait for assignments while urgent work sits unassigned. The whiteboard schedule is outdated before lunch.
Resource Allocation Chaos
Eight technicians with different skills, certifications, and availability. Sarah is the only elevator-certified tech but she's already at 45 hours. Mike has capacity but lacks the right certification. You're manually matching skills to tasks, tracking vacation schedules in your head, and hoping nobody calls in sick.
PM Programs Falling Behind
Your preventive maintenance completion rate is 62%. Reactive work keeps bumping scheduled PMs. The annual fire pump test is three weeks overdue. HVAC quarterly maintenance is six weeks behind. You know deferred maintenance creates bigger problems, but there's no time to catch up when every day brings new emergencies.
Backlog Growing Out of Control
847 open work orders. The oldest is 14 months. Requesters keep asking "when will my work order be done?" but you can't give them answers. Low-priority work never gets scheduled. The backlog grows 15% monthly. You need a plan but can't see the full picture without spending hours in spreadsheets.
Spare Parts Coordination Failures
Technician arrives at job site. Parts aren't there. Work order delayed 3 days waiting for parts. You scheduled work without checking inventory. The parts were ordered but shipped to the wrong location. Nobody told you the compressor requires a special gasket that takes 2 weeks to arrive.
Contractor Scheduling Gaps
Elevator contractor shows up but nobody notified security. Fire suppression inspection scheduled for Tuesday but the inspector went to the wrong building. External vendors need escorts, certifications verified, and work permits approved. Coordination happens through emails that get lost and phone calls nobody documents.
Visual Scheduling Made Simple
Drag-and-drop work orders, see resource availability, and manage your schedule in real-time
Maintenance Schedule - This Week
Pro Tip: Drag work orders between days to reschedule. The system automatically checks technician availability and parts status.
Intelligent Resource Allocation
Balance workloads, match skills to tasks, and prevent technician burnout with real-time visibility
Technician Workload Dashboard
Complete Maintenance Planning Toolkit
Everything maintenance planners need to optimize schedules, reduce backlog, and improve compliance
Drag-and-Drop Scheduling
Visual calendar interface for work order scheduling. Drag work orders to available time slots. See conflicts instantly. Reschedule with one click. Weekly and monthly views for planning horizons.
PM Calendar & Automation
Preventive maintenance calendar shows all scheduled PMs across the portfolio. Auto-generate work orders based on time, meter readings, or condition triggers. Never miss a required inspection again.
Technician Assignment & Balancing
See technician availability, skills, and current workload at a glance. Match certifications to job requirements. Balance workloads across the team. Track overtime and prevent burnout.
Parts Inventory Integration
Check parts availability before scheduling. Reserve materials for planned work. Automatic parts ordering for recurring PMs. Never send a technician to a job without the right parts.
Vendor & Contractor Portal
Manage external contractors and service providers. Schedule vendor visits with all requirements. Track certifications and insurance. Coordinate access and work permits in one place.
Schedule Compliance Reporting
Track schedule adherence metrics in real-time. Identify patterns in delays and reschedules. Report on PM completion rates. Measure backlog trends and forecast capacity needs.
Backlog Management
Visualize your entire backlog by age, priority, and type. Set targets for backlog reduction. Auto-prioritize based on risk and business impact. Turn the backlog into a manageable plan.
Mobile Technician Integration
Schedules sync instantly to technician mobile devices. Real-time status updates as work progresses. Technicians see their daily assignments with all job details. Two-way communication built in.
Capacity Planning
Forecast labor needs based on scheduled work and backlog. Plan for seasonal peaks and project work. Identify skill gaps before they become problems. Budget for contractor support accurately.
A Day in the Life with AssetLab
How maintenance planners use AssetLab to stay in control from morning to evening
Start with the dashboard showing today's schedule, overnight emergencies, and technician availability. Review any schedule conflicts or parts issues flagged by the system.
Process new work requests. Assign priorities based on risk assessment. Identify which requests can be scheduled this week vs. added to backlog. Allocate emergency slots.
Use the drag-and-drop scheduler to fill technician calendars. Balance workloads. Match skills to requirements. Reserve parts for scheduled work. Confirm contractor visits.
Brief technicians on special requirements. Coordinate with facilities for access. Confirm vendor appointments. Issue work permits for external contractors.
Watch work order progress throughout the day. Reallocate resources when emergencies arise. Track schedule compliance. Communicate delays to stakeholders.
Review completed work. Reschedule incomplete items. Prepare tomorrow's schedule. Generate reports for management. Update backlog priorities.
Metrics That Matter to Planners
Track the KPIs that demonstrate planning excellence and maintenance program health
Schedule Compliance
Percentage of scheduled work completed on time
PM Completion Rate
Preventive maintenance tasks completed vs. due
Backlog Age
Average age of open work orders in backlog
Reactive vs. Planned
Emergency work as percentage of total
Maintenance Planning Success Stories
How maintenance planners transformed their operations with AssetLab
Oxford Properties: 94% Schedule Compliance
Managing 23 commercial properties with a 12-person maintenance team. Struggled with 68% schedule compliance and growing backlog. AssetLab's scheduling tools brought compliance to 94%, reduced backlog by 40%, and eliminated scheduling conflicts that were causing overtime.
City of Edmonton: PM Completion Transformed
Preventive maintenance completion was 58% across 340 municipal buildings. Reactive work constantly displaced scheduled PMs. After implementing AssetLab's PM automation and scheduling, completion rate reached 91%. Emergency work orders dropped 35% as equipment stopped failing unexpectedly.
Healthcare Network: Contractor Coordination
Managing 47 external contractors across 8 hospital facilities. Coordination failures caused 23% of vendor visits to be rescheduled. AssetLab's vendor portal and automated notifications reduced rescheduling to 4%. Inspection compliance went from 82% to 99%.
Manufacturing Facility: Workload Balancing
Six-person maintenance team with uneven workload distribution. Top technician at 52 hours/week while others at 30. Skills not being matched to tasks efficiently. AssetLab's workload balancing brought all technicians to 38-42 hours and reduced response times by matching skills to work requirements.
What Maintenance Planners Say
"AssetLab transformed how I plan maintenance. The drag-and-drop scheduler saves me 6 hours per week that I used to spend in spreadsheets. I can now see technician workloads, parts availability, and contractor schedules all in one view. Our schedule compliance went from 68% to 94%."
"The PM automation alone was worth the investment. We went from 58% PM completion to 91% because the system auto-generates work orders and helps me schedule them before they become overdue. Equipment is more reliable and emergency calls are down 35%."
"Coordinating 47 contractors used to be a nightmare of emails and phone calls. Now everything is in the vendor portal. They see their schedules, upload certifications, and confirm visits. Our rescheduling rate dropped from 23% to 4%. Inspection compliance is at 99%."
Seamless Technician Integration
Your schedules sync instantly to technician mobile devices for real-time execution
Mobile Work Order Access
- Schedules sync instantly to technician phones
- All job details, history, and manuals available offline
- Real-time status updates as work progresses
- Photo documentation and time logging from the field
- Two-way communication for questions and updates
Real-Time Visibility
- See work order status changes as they happen
- Track technician location and current assignment
- Receive notifications when work is completed
- Monitor schedule adherence throughout the day
- Reallocate resources instantly when priorities change
Transform Your Maintenance Planning
Join maintenance planners achieving 94% schedule compliance, 40% backlog reduction, and saving 6+ hours weekly on planning tasks.
No credit card required