Home / Templates / Preventive Maintenance Planner

Templates

Preventive Maintenance Planner

Preventive maintenance is the work you know you should do but lose to the next urgent turnover: the HVAC filter, the detector test, the pre-season pool service. Preventive Maintenance Planner reads each property's asset list, works out what is due, finds an open window around your bookings, and drafts the task with the vendor and the proof-photo requirement, before a neglected filter becomes a broken AC in July.

Hire this Sidekick

How to use this template

  1. Hire the template in your Sidekicks dashboard
  2. Connect your PMS, your asset registers, and your vendor directory
  3. Set the cadence rules per asset type
  4. Go live in draft, vendor work waits for your approval

What this does

  • Reads each property's asset register and works out what is due or overdue
  • Finds an open window around occupancy, so nobody schedules a filter change into an occupied night
  • Picks the preferred vendor or an internal assignee and requires a proof photo on completion
  • Flags the jobs that need owner approval by cost or by entry
  • Turns a recurring failure on the same asset into an owner capex recommendation

Saves

  • The guest emergency a $15 filter would have prevented, scheduled before it fails
  • The preventive work that slips every month because a turnover always comes first

Workflow

Trigger
A daily due-task scan, and each season's start
Scans for due and overdue preventive work every day, and kicks off the seasonal round at the start of summer, winter, and storm season.
Tool call
Read the assets and the calendar
assets.get_property_assets() + maintenance cadence rules + pms.get_calendar() · what each property has, when it is due, and where the open windows are.
Prompt
Schedule around the guests
Works out what is due, finds a window that does not touch an occupied night, and prioritizes safety, HVAC, water, and the high-review-risk items first.
Draft
Draft the task
breezeway.create_task() · the job, the preferred vendor or internal assignee, and a proof-photo requirement, with owner approval flagged when the cost or entry rules call for it.
Approval
You dispatch it
Vendor-dispatched work and any owner-facing request wait for your approval. Low-risk internal tasks can be created automatically once you have set that up.

More Sidekicks to explore.

Cleaner Check-InTexts tomorrow's cleaners nightly and escalates only the no-replies.Turnover Photo CheckReviews turnover photos and flags only the ones with problems.Cleaner Pay CalculatorWorks out each cleaner's pay from photos, notes, and your rate card.Vendor Invoice SorterMatches invoices to work orders and tracks insurance expirations.

Hire your first Sidekick

Every template drafts first. You approve what matters.

Book a demoBrowse all templates