Setting Up Recurring Work Orders (Preventive Maintenance)

The Recurring Work Orders feature automates your routine maintenance, ensuring critical tasks like pest control, lift inspections, or cooling tower water checks never get missed.

Instead of creating the same work orders manually every week or month, you set the schedule once, and Basementgrid takes care of the generation.

The Smart Guardrail: How Generation Works

To keep your dashboard from getting overwhelmed with backlogged tasks, Basementgrid uses a strict generation rule:

The Completion Guardrail: A new recurring work order will only be automatically generated once the previous instance has been marked as Completed.

If a task is completed late, the system instantly generates the next instance in the sequence the moment it is closed out. This maintains your building's permanent maintenance history without cluttering your active work queue.

Step-by-Step: Automating a Routine Task

① Start or Open a Work Order

1 min.

Create a new work order or open an existing template you want to automate.  Fill in the location, asset, and technician/vendor details.

② Set the Anchor Due Date

Crucial anchor.

Locate the Schedule section and select the Due Date for the very first instance of this routine task.

③ Configure the Frequency

Choose intervals.

• Repeat Frequency: Choose your interval (Every day, Every week, Every month, Every 3/6 months, or Every year).

• Repeat Day: If applicable, pin the exact day (e.g., Every Monday or Last day of the month).

④ Save and Automate

Instant.

Save the changes. Basementgrid will now take over and queue up the next instance automatically.

Automatic Generation Timelines

Once the active instance is marked Completed, the next work order is automatically queued to launch at 12:00 AM (00:00) based on your selected frequency rules:

By understanding how Basementgrid handles recurring work orders, you can better plan your maintenance, ensure timely completion of tasks, and leverage automation to keep your operations running smoothly.