Preventative Maintenance Software

Preventative maintenance software helps property managers plan and track the upkeep that keeps a community running. Filters need changing, common areas need walkthroughs, and landscaping needs regular attention, all while resident requests keep coming in. When one person manages that schedule from memory or a wall calendar, one busy week is enough for a task to be missed. So how do you keep routine work on schedule and in the same system as resident requests? BuildingLink's recurring tasks turn each preventative job into a maintenance request automatically at the interval you set. You can also link each task to the equipment it covers.

Set it once

Enter a recurring task much like you'd enter a maintenance request, with a title, unit, description, and maintenance category. Then pick an interval, a start date, and an end date. From there, BuildingLink creates each request on schedule.

Tied to your equipment

When you add or edit a recurring task, pick an equipment item (like a boiler or an elevator) from the drop-down. The link stays with the recurring task, so you know which piece of equipment each task covers.

See what's coming

The tasks forecast shows what's scheduled for the next week by default. Widen the date range to plan further ahead, and use filters to narrow the list.

Groundskeeper trimming hedges as part of a seasonal landscaping schedule

Preventative Maintenance Software That Fits Each Job's Schedule

Preventative work rarely runs on one rhythm. Filters might get changed monthly, landscaping happens only in certain months, and common area cleaning falls on set days of the week.

BuildingLink recurring tasks let you choose the schedule that fits each job, whether that's specific months, days of the week, or a recurring monthly schedule. For a monthly task, the start date sets the day, so a task that starts on the 15th is created on the 15th of every month. A seasonal bypass stops the task from being created during a period you pick, which keeps landscaping requests out of the winter months.

Maintenance technician repairing plumbing under a kitchen sink in a resident's unit

Preventive Maintenance Scheduling Software on the Same List as Resident Requests

A preventative schedule kept in a separate calendar is one more place your team has to check. Routine jobs and resident requests compete for the same staff, so they belong on the same list.

In BuildingLink, each recurring task is created as a maintenance request when it comes due. Your team finds it in the maintenance request list with everything else, opens it to leave a comment, and closes it when the work is done. Your monthly building activity report can include recurring tasks, too.

Technician checking mechanical equipment and piping with a tablet

Link Equipment to Each Recurring Task

Much of your preventative maintenance centers on specific equipment, like the boiler, the elevators, or the HVAC units. When a task isn't tied to its equipment, it's harder to tell which boiler or elevator it covers.

BuildingLink's equipment directory stores details on your stationary equipment, including purchase and installation dates, costs, warranty information, and attached manuals or photos. When you add or edit a recurring task, pick the equipment item it covers.

Staff can also link equipment items to maintenance requests. That lets you search requests by equipment item and run the maintenance requests by equipment item report, which counts the requests linked to each piece of equipment over a date range. A rising count can point to equipment that may need replacing.

Front desk staff member reviewing updates on a tablet in a residential lobby

Keep Staff and Vendors Informed

A scheduled task only helps if the right people know it's due. Some of that work goes to your own team, and some goes to an outside vendor.

Recurring tasks can email staff when a new task is generated or a task ends. Those emails go to the recipients in your maintenance settings, or to addresses you enter for that task. A task can also email an outside party, such as a vendor, with instructions written for that job.

Frequently Asked Questions

What is preventative maintenance software?

Preventative maintenance software schedules routine upkeep, like filter changes, walkthroughs, and landscaping, at set intervals, so it's planned before something breaks. In BuildingLink, recurring tasks do this by creating a maintenance request automatically each time a task comes due.

How is this different from a spreadsheet or a calendar reminder?

A spreadsheet or calendar reminder only tells you a job is due, and someone still has to create the request. BuildingLink creates the maintenance request for you at the interval you set. It appears with your other requests, where staff can comment on it and close it.

Can I link recurring tasks to specific equipment?

Yes, you can choose an equipment item from the drop-down when you add or edit a recurring task. Equipment items live in BuildingLink's equipment directory, where you can store details like installation dates, warranty information, and manuals.

Can I pause a task during certain seasons?

You can, with a seasonal bypass. The task won't be created during the period you choose, which suits jobs like landscaping that don't run year-round. To cancel a task, set its status to inactive.

Can I see upcoming preventative maintenance before it's due?

The tasks forecast shows the next week of scheduled tasks by default. Change the date range to look further ahead and use filters to narrow the list. You can also export your recurring task list to Excel or PDF.

Can recurring tasks cover building walkthroughs and inspections?

Building walkthroughs and inspections are among the jobs you can schedule as recurring tasks. If a walkthrough needs a checklist, BuildingLink's inspection tools let you build custom inspection checklists for your property.

Can it help me plan for equipment replacement?

Yes, the equipment replacement report can help. Once each equipment item has an installation date, useful life, and replacement cost, the report projects replacement dates and total replacement costs by year for the date range you choose. It's an operating projection for stationary equipment, not a reserve study.

Keep Your Preventative Maintenance in One Place

━━

Your team already handles resident requests, vendor visits, and daily upkeep across the community. Preventative maintenance software from BuildingLink puts routine jobs on the same list as those requests, so your team works from one central location. Recurring tasks are part of BuildingLink's maintenance tools, alongside maintenance requests, inspections, and the equipment directory.

Let's Talk

If you're ready to put preventative maintenance on a schedule for your community, fill out the contact form and connect with a member of our team.

FOR PROPERTY MANAGERS

Preventative Maintenance Software

━━

Trusted by The most prestigious communities

7,000+

25+

65+

Built for the way preventative maintenance actually works

━━