Automatic scheduling of preventive maintenance with calendar or counter triggers, automatic task generation, and notifications.

Preventive Maintenance Plans

Maintenance Plans let you schedule all recurring maintenance tasks for your equipment in advance. Instead of manually remembering when each machine is due for service, the system calculates it and automatically generates the work order at the right moment — including the technician's checklist and notification by WhatsApp or email.

What is it for?

The difference between preventive maintenance and corrective maintenance (waiting for something to fail) is significant in costs: preventive maintenance typically costs 3 to 9 times less than repairing a failure that could have been avoided. The problem is that in plants with many assets, manually tracking dates is impossible and something always gets missed.

Rela AI Maintenance Plans eliminate this problem: you configure once when and how to maintain each piece of equipment, and the system handles creating the task at exactly the right time, assigning it to the right technician, and sending the notification. No tracking spreadsheets, no sticky notes, no missed dates.

How does it work?

Each plan defines:

Which equipment receives maintenance (one or multiple assets)
When to execute — by calendar (every X days/weeks/months) or by counter (every X operating hours)
What task is generated — with title, priority, checklist, and estimated duration
Who it's assigned to — department and specific technician
How to notify — by WhatsApp, email, or in-platform only

The system evaluates plans periodically. When a plan reaches its execution date (or counter threshold), it generates the task automatically and recalculates the next date.

How to use it?

Create a maintenance plan

Go to Maintenance > Plans in the sidebar.
Click New Plan.
Fill in the form:

Basic information:

Field	Description	Example
Name	Descriptive plan name	"Quarterly PM — Line A Compressors"
Description	What is done in this maintenance	"Oil change, belt inspection, vibration measurement"
Asset(s)	Equipment that receives the maintenance	Compressor C-01, C-02, C-03

Trigger type:

Type	When to use	Example
Calendar	Maintenance is performed based on elapsed time	Every 90 days, regardless of how much it has run
Counter	Maintenance is performed based on equipment usage hours	Every 500 operating hours

Calendar configuration:

Field	Description	Example
Frequency	Time unit	days, weeks, months
Interval	How many units	3 (every 3 months = quarterly)

Counter configuration: Define the counter field name (e.g., "operating_hours") and threshold (e.g., 500 hours). Rela AI monitors that counter and triggers the plan when the threshold is reached.

Generated task configuration:

Field	Description
Task title	Name the task will have. If left empty, uses "`{plan_name}` — `{asset_name}`"
Priority	Urgency of the maintenance task
Department	Team responsible for executing the maintenance
Assigned to	Specific technician
Estimated duration	How many minutes it's expected to take — defines the task due date
Checklist	Verification list for the technician

Notification configuration:

Enable Notify by Email and select the active email account
Enable Notify by WhatsApp and select the connected number

Save the plan. The system will automatically calculate the next execution date.

Example checklist

For a "Monthly PM — Compressor C-01" plan, the checklist might be:

Verify oil level (range: 2.5 to 4.0 L)
Inspect belt condition: no cracks, correct tension
Measure vibration with portable meter: record in logbook
Clean air filters
Verify tightness of mounting bolts
Record operating temperature
Sign and date the task when complete

This checklist gets automatically copied to each generated task, so the technician always knows exactly what to check.

Multi-asset plans

If the same maintenance applies to several similar pieces of equipment (for example, all 4 compressors on line A), you can configure a single plan with multiple assets. The system will generate a separate task for each asset when the date arrives.

Enable and disable plans

Each plan has a toggle to activate or deactivate it temporarily. Useful when equipment will be out of service for a period and you don't want tasks to be generated during that time.

Disabling a plan does not delete its history or change the next execution date.

Key benefits

No scheduled maintenance is ever missed — the system creates the task automatically
Standard checklist on every task — technicians follow the same process every time
Automatic notification to the assigned technician or department
Support for both calendar and operating hours triggers
One plan for multiple similar assets — less configuration, more coverage
Complete execution history for compliance and audits
Reduced unplanned downtime by keeping equipment in optimal condition

Common use cases

Scenario 1: Quarterly preventive maintenance for compressors The plant has 6 compressors that need service every 3 months. A "Quarterly PM Compressors" plan is configured with all 6 assets, calendar trigger every 90 days, assigned to the Mechanical Maintenance department, with an 8-point checklist. On January 1st the system automatically generates 6 tasks, one per compressor, and sends an email to the department head with the quarter's work list.

Scenario 2: Hours-based maintenance on a press Press P-03 needs an oil change every 800 operating hours, not on a calendar. A plan is configured with "counter" trigger, field "operating_hours" and threshold 800. The system monitors the equipment counter and when it reaches 800 hours automatically generates the task, notifying the lubrication technician via WhatsApp.

Scenario 3: Maintenance plan for new equipment A new emergency diesel generator arrives. The maintenance coordinator creates three plans: monthly (general inspection and fluids), quarterly (full load test), and annual (major overhaul with external vendor). From day one, the system tracks all maintenances without needing manual reminders.

Preventive Maintenance Plans

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