For facility managers, building engineers and maintenance supervisors
A 12-month preventive maintenance schedule for your building, without a CMMS.
List your equipment from templates for HVAC, boilers, generators, fire extinguishers, emergency lights and more. Adjust the tasks to your manuals and your contracts. Then print a PM calendar and monthly checklists your techs can sign off.
- ✓ No sign-up
- ✓ Works on your phone
- ✓ Your data stays on your device
Build your preventive maintenance schedule
How it works
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Step 1
Add your equipment
Pick from 21 templates, from rooftop units and boilers to eyewash stations and elevators, or add your own. Set the name or tag, location and quantity.
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Step 2
Adjust the tasks
Each template starts with typical tasks. Change the wording, frequency, first due month, time estimate and who does the work. Mark the tasks your contractors handle.
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Step 3
Print the calendar and checklists
Get a 12-month calendar of every task and a checklist for each month, with columns for done, initials, date and notes, and a sign-off line.
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Step 4
Add it to your calendar
Download a calendar file with one repeating event per task and import it into Google Calendar, Outlook or Apple Calendar.
What’s a good PM schedule?
A preventive maintenance (PM) schedule lists each piece of equipment, what to check or service, how often, and who does it. The point is to catch wear before it turns into a breakdown, a failed inspection or an unsafe building. A good schedule is specific enough to hand to a tech and realistic enough to get done.
- It starts from the manuals
- Manufacturers give service intervals for filters, belts, lubrication and inspections. The templates here are common starting points. Adjust them to your equipment, its age and how hard it runs.
- It includes code-required work
- Fire extinguishers, emergency lights, eyewash stations, generators, backflow preventers, fire alarms and sprinklers have inspection and test intervals set by codes and standards. Confirm them with your local authority having jurisdiction and your insurer.
- The work is spread out
- Seasonal work sits in the right month, like cooling startup in spring and heating checks in fall. When you add equipment from a template, annual tasks without a season go in the quietest month. The workload bars show the hours in each month, so you can see a busy one and move tasks out of it.
- Every task has an owner
- Each task is assigned to a tech or a contractor. Contractor work goes on the calendar too, so you can book visits on time and file the reports.
- There is a record
- Checklists with initials and dates show what was done and when. Inspectors and insurers may ask to see them.
Pricing
Free to build your schedule. $29 once for clean PDFs and the calendar file.
One payment. No subscription.
Free
$0
- ✓ Unlimited equipment and tasks
- ✓ 21 equipment templates with typical tasks
- ✓ 12-month overview and monthly workload
- ✓ Watermarked preview of the calendar and checklists
Pro
One-time payment$29 once, no subscription
- ✓ Everything in Free
- ✓ 12-month maintenance calendar as a clean PDF
- ✓ Monthly checklists with sign-off columns for your techs
- ✓ Calendar file (.ics) for Google, Outlook or Apple Calendar
- ✓ Unlock your phone and office computer with one license key
- ✓ Free updates
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Questions
How often should equipment get preventive maintenance?
Start with the manufacturer’s recommended intervals, then adjust for how hard the equipment works. Common starting points are air filters every one to three months, belts and drains quarterly, coil cleaning and combustion checks once a year, and seasonal startups in spring and fall. Equipment in dusty areas or running around the clock needs shorter intervals. The templates use these common intervals, and you can change any of them.
Which inspections are required by code?
It depends on where you are and which codes your jurisdiction has adopted. Common examples:
- Portable fire extinguishers: monthly inspection and annual maintenance (NFPA 10).
- Battery-powered emergency and exit lights: a 30-second test every month and a 1½-hour test every year (NFPA 101).
- Plumbed eyewash stations: activated weekly (ANSI/ISEA Z358.1).
- Backflow preventers: water authorities commonly require an annual test by a certified tester.
- Emergency generators: NFPA 110 commonly calls for weekly inspection and a monthly exercise under load.
Fire alarm, sprinkler, kitchen hood and elevator inspections are usually done by licensed contractors on intervals set by your local codes. Confirm what applies with the manufacturer, your local authority having jurisdiction (such as the fire marshal) and your insurer. This tool helps you schedule and record the work.
Do I need a CMMS?
Not to get started. A CMMS (computerized maintenance management system) tracks work orders, parts and equipment history. It helps most when you look after many buildings or a large team. For one building, a school, a church or a small plant, a clear calendar, printed checklists and a binder of signed sheets cover the basics. If you move to a CMMS later, your schedule is a ready list of equipment, tasks and frequencies to enter.
How does the calendar file work?
Pro downloads an .ics file with one repeating all-day event per task. Each event starts in the month the task is first due and repeats weekly, monthly, or every 3 or 6 months until the 12 months end. Annual tasks appear once. The event shows the equipment, location, who it is assigned to and the estimated time. In Google Calendar, use Settings, then Import & export. In Outlook or Apple Calendar, open the file or use Import. Import it into a new, separate calendar. Then you can share it with your team, or delete it and import a new file when the schedule changes.
Do I need an account? Where is my data stored?
No account. Your schedule stays in this browser on your device, and we never see your equipment list. Each device keeps its own copy, so build the schedule on the computer you print from. Clearing your browser data deletes it, so keep the PDFs you need. After you buy Pro, your license key unlocks Pro on your other devices.
How does the PDF download work on a phone?
Download PDF opens your phone’s print screen. On iPhone, tap the Share button on that screen to save the PDF to Files or send it by email. On Android, choose Save as PDF as the printer. Both documents are laid out for US Letter paper. Some browsers print the calendar in landscape and others in portrait; it fits either way.
What if it isn’t right for me?
Email support@plainworktools.com within 14 days of buying and you get a full refund. You don’t need to give a reason.