Complete preventive maintenance plan

What you will achieve

By the end of this tutorial you will have a working preventive maintenance plan: scheduled by calendar, with tasks that are created automatically, notifications to the responsible person, and visibility in the compliance dashboard. Estimated time: 20 minutes.

Prerequisites

• An active Rela AI account with dashboard access
• At least one asset created on the platform
• A department and a person configured in Organization
• An active email account in Notifications (for the notification step)

Step 1: Create an asset

1. In the sidebar, go to Assets.
2. Click New Asset.
3. Fill in the fields:
   • Name: Compressor C-200
   • Type: Compressor
   • Location: North Plant, Building 3
   • Serial number: SN-C200-2024
4. Click Create.

You should see the asset listed in the assets table with its basic information.

Step 2: Create a maintenance plan

1. In the sidebar, go to Maintenance > Plans.
2. Click New Plan.
3. Configure the basic fields:
   • Name: Preventive Maintenance Compressor C-200
   • Description: Monthly inspection of filters, oil, and belts
   • Asset: select Compressor C-200
4. Configure the trigger:
   • Type: Calendar
   • Frequency: days
   • Interval: 30

You should see the calculated next execution date (next_due_at) 30 days from today.

Step 3: Assign department and person

1. In the Assignment section of the plan:
   • Department: select Mechanical Maintenance
   • Assigned to: select the responsible technician (e.g., Carlos Rodriguez)
2. Set the priority:
   • Task priority: high
3. Add a checklist:

[
  "Check oil level",
  "Inspect air filters",
  "Review belt tension",
  "Verify outlet pressure",
  "Record operating hours"
]

4. Set the estimated duration: 120 minutes.

You should see all assignment fields completed in the form.

Step 4: Enable notifications

1. In the Notifications section of the plan:
   • Enable Notify by Email: Yes
   • Select the Email account: choose your active email account
   • Enable Notify by WhatsApp: Yes (optional)
   • Select the WhatsApp number: choose a connected number
2. Click Save.

You should see the plan created with status "Enabled" and the next execution date visible.

Step 5: Preview the execution

1. In the plans list, click Preventive Maintenance Compressor C-200.
2. Review the Execution Preview section:
   • Task to be created: Preventive Maintenance Compressor C-200 — Compressor C-200
   • Priority: High
   • Assigned to: Carlos Rodriguez
   • Department: Mechanical Maintenance
   • Checklist: 5 items
   • Due date: execution date + 120 minutes

You should see a clear summary of what will happen when the plan executes.

Step 6: Execute the plan manually

1. On the plan page, click Execute Now.
2. Confirm the execution in the dialog.
3. Wait for the status to change to Executed.

You should see a confirmation message indicating the task was created successfully.

Step 7: Verify the task on the Kanban board

1. In the sidebar, go to Tasks.
2. Look for the task in the Todo column of the Kanban board.
3. Click the task to see details:
   • Automatically generated title
   • Checklist with 5 items
   • Priority high
   • Assigned person
   • Calculated due date

You should see the task with all the plan information, including the complete checklist.

Step 8: Check the compliance dashboard

1. Go to Maintenance > Compliance.
2. Filter by asset Compressor C-200.
3. Review the metrics:
   • Active plans: 1
   • Completed executions: depends on tasks marked as "done"
   • Compliance (%): percentage of on-time executions

You should see the plan listed with its execution history and compliance metrics.

Summary

Next steps

• Create counter-based plans for maintenance based on operating hours
• Configure multi-asset routes to apply one plan to multiple equipment
• Optimize your schedule with historical compliance analysis