Scheduled Reports & Plan Management

Once your maintenance plans are running, the next step is making sure the right people see the results without having to manually check the system. Scheduled reports send a consolidated summary of your maintenance program — completed tasks, overdue plans, upcoming work — directly by email or WhatsApp, automatically and on a defined schedule.

What is it for?

Maintenance managers and supervisors need regular visibility into the program's health without logging in every day. A weekly email with the compliance summary, a monthly PDF with all completed work orders, or a daily WhatsApp message with what is due today — these automated reports keep the whole team aligned without extra work.

Scheduled reports serve to:

• Deliver the weekly maintenance compliance summary to the department head automatically
• Send a monthly PDF to the plant manager with all preventive maintenance executed
• Alert the maintenance coordinator every morning about what is due that day
• Deliver client-facing reports with corporate branding without manual effort

How does it work?

The system generates the report at the configured day and time, applies corporate branding automatically, and delivers it by email or WhatsApp to the defined recipients. No one needs to remember — it just arrives.

How to use it?

Create a scheduled report

1. Go to Maintenance > Scheduled Reports in the sidebar.
2. Click New Report.
3. Configure the parameters:

4. Select the corporate branding to apply to the report.
5. Enable the report and save.

Pause and resume plans

Sometimes equipment needs to go offline for a major repair or shutdown period. Rather than deleting the maintenance plan, you can pause it temporarily.

To pause a plan:

1. Go to Maintenance > Plans and select the plan.
2. Click Pause.
3. Enter the reason (e.g., "Compressor C-02 under major overhaul until April 15").

While paused, the plan will not generate tasks or send notifications. The pause reason and the person who paused it are recorded in the audit trail.

To resume a plan:

1. Select the paused plan.
2. Click Resume.

When you resume, the next execution date is recalculated from today — the time the plan was paused does not count as elapsed time. A 90-day plan paused for 30 days will resume with its full 90-day interval from the resume date.

Run a report immediately

If you need the report now without waiting for the scheduled time:

1. Go to Maintenance > Scheduled Reports.
2. Select the report.
3. Click Run Now.

The report is generated immediately and delivered to all configured recipients.

Key benefits

• Automatic report delivery without anyone having to remember to generate or send them
• PDF or Excel format with corporate branding applied automatically
• Email and WhatsApp delivery to keep everyone informed on their preferred channel
• Plan pause and resume without losing configuration or history
• Pause reason recorded in the audit trail for traceability
• Weekly, monthly, or daily cadence depending on each recipient's needs

Common use cases

Scenario 1: Weekly compliance report for the department head Every Monday at 8 AM, the Mechanical Maintenance department head receives an email with a PDF summarizing the previous week: tasks completed, tasks overdue, next week's upcoming maintenance, and the overall compliance rate. They review it in 5 minutes to start the week informed without logging into the system.

Scenario 2: Monthly client report for a service provider A maintenance services provider delivers a monthly report to each of its 8 industrial clients. Each client has a scheduled monthly report with their specific branding. On the 1st of each month, all 8 reports are automatically generated and sent. The account manager does not have to do anything — the reports arrive with the client's logo and the agreed metrics.

Scenario 3: Plan paused during major overhaul Generator GEN-01 goes into a major 45-day overhaul. The maintenance coordinator pauses all 4 maintenance plans associated with the generator, entering the reason "Major overhaul April–May 2026." No tasks are generated during the overhaul period. When the generator returns to service, the coordinator resumes the plans and they recalculate from the return date.