Create schedules

You may run into a few situations when you need to create a new schedule to accommodate recent renovations, new or replaced equipment, or workload balancing.

For example, a new meeting room was recently added to your property and needs the same PMs as the other meeting rooms. You can create a new schedule and add that new location to it. Or, if your team doesn't have time to service the air handlers during the first week of the month, you can create a schedule that moves those PMs to the last week of the month.

You can't change how often a PM should be performed—that is controlled by your HotSOS administrator. For example, if the HVAC system in your meeting rooms is serviced quarterly, the PM schedule you create for a new meeting room will also be quarterly. If you need a schedule that requires extensive changes, please contact your administrator for assistance.

  1. On the Schedules List page, delete the existing schedule if needed—for example, if you're scheduling PMs for a piece of replacement equipment. We recommend talking to your HotSOS administrator before deleting a schedule to make sure you're following your property's standard procedures.
  2. Tap AddAdd Button Icon.
  3. In the Issue field, enter part of the issue name, and then select the issue from the list.
  4. Select the Start Date for the schedule. This tells HotSOS when to begin generating PM orders. For example, if the PM is every Friday, select the next Friday's date as the Start Date. This fields defaults to today's date so the schedule will not execute until tomorrow or the time selected in the future. Schedules are processed once daily after midnight in each time zone.
  5. If you want to generate PM orders at a specific time, enter a Generate Time.
  6. Tap Locations, and then tap Add LocationsCreate Button Icon.
  7. Select each location where this PM should be performed—or tap Select All. If your location list is long, you can search for individual locations, or you can filter the list using the Location Type and Area fields.
  8. Tap Green checkmark for OK.
  9. To dispatch the PM orders to a specific user or team, tap Assigned (Optional).
  10. Enter the name of the user or team, and then select that name from the list.
  11. In the Remarks field, enter any notes that might help the assigned engineer complete the PM.
  12. Tap Green checkmark for OK, and then tap Green checkmark for OK again to confirm you want to create the schedule.

Rounds, unique for each property and as such, will require you to create schedules to ensure a round order is generated when it should just as you scheduled your preventive maintenance. Some rounds may need to be done daily, some several times a day (consider new sanitizing protocols, pool and spa checks), others weekly, monthly, etc. Statistics from the completion of the individual sub-orders as well as the master will be available through reports.

  1. In the Issue field, enter part of the round name, and then select the issue from the list.
  2. Select the Start Date for the schedule. This tells HotSOS when to begin generating the round. This field defaults to today's date and the round will generate tomorrow. Schedules are processed once daily after midnight in each time zone.
  3. Select Recurrence from the list:
    • Daily
    • Weekly
    • Monthly
    • Quarterly
    • Semi-annually
    • Yearly
  4. Tap Generate Time.
  5. Select the hour, minutes and AM/PM. If daily recurrence is selected, tap the Create Button Icon and continue to enter multiple times for this round to generate.
  6. Tap Green checkmark for OK to save the defined time(s).
  7. Tap Sub-issues. Select a sub-issue.
  8. Tap Create Button Icon.
  9. Select at least one location from list; more as may apply.
  10. Tap Green checkmark for OK to save the locations.
  11. Repeat steps 7-10 until all sub-issues and locations have been selected.
  12. Assigned. If you want the round to be automatically assigned to a person or team, enter the name of the person or team. While this field is marked as optional, if you leave it blank, rounds will have to be manually assigned once they are in Service Orders.

Business rules are not applied to rounds

  1. Tap to save the rounds schedule.
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