Encore OS — Documentation

This guide covers administrative setup and configuration of Preventive Maintenance (PM) in the Facilities Management module.

Overview

As an FM administrator, you are responsible for:

Creating and managing PM templates
Setting up PM schedules for sites and assets
Configuring automation settings
Monitoring compliance and performance
Troubleshooting PM issues

Initial Setup

Configure FM Module Settings

Navigate to FM → Settings

Select the Maintenance tab

Configure PM-specific settings:

SettingDescriptionRecommended ValuePM Schedule Lookahead (Days)Days before due date to generate work orders7-14 daysAuto-Generate PM Work OrdersAutomatically create work orders when dueEnabled

Click Save Settings

Verify Cron Job Setup

PM automation requires scheduled jobs to run:

Job	Schedule	Purpose
`generate-pm-work-orders`	Daily at 6:00 AM UTC	Creates work orders for upcoming PMs
`check-overdue-pms`	Daily at 7:00 AM UTC	Identifies and alerts on overdue PMs

Contact your system administrator to verify these are configured.

Creating PM Templates

PM templates define the maintenance tasks that will be scheduled.

Step-by-Step Template Creation

Navigate to FM → PM Templates

Click New Template

Fill in template details:

Basic Information

Name: Descriptive name (e.g., “HVAC Filter Replacement - Monthly”)

Description: Detailed explanation of the maintenance

Asset Type: Select from picklist (HVAC, plumbing, electrical, etc.)

Frequency: How often (daily, weekly, monthly, quarterly, semi-annual, annual)

Estimated Duration: Expected completion time in minutes

Assignment

Default Assignee: Technician to assign by default (optional)

Default Vendor: External vendor if outsourced (optional)

Compliance

Compliance Required: Toggle if regulatory requirement

Compliance Category: Type of compliance (safety, regulatory, insurance)

Click Save to create the template

Adding Checklist Items

After creating a template, add step-by-step tasks:

Open the template detail page

Navigate to Checklist Items tab

Click Add Item

For each item, specify:

Description: What to check or do
Pass Criteria: How to determine pass/fail (optional)
Required: Whether completion is mandatory
Display Order: Sequence in the checklist

Repeat for all checklist items

Example Checklist for HVAC Filter Replacement:

Turn off HVAC system

Remove access panel

Remove old filter and inspect

Install new filter with correct orientation

Replace access panel

Turn on HVAC system and verify operation

Adding Required Materials

Specify materials needed from inventory:

Open the template detail page

Navigate to Materials tab

Click Add Material

Select the inventory item

Enter the quantity needed

Add notes if applicable

Repeat for all materials

Managing PM Schedules

PM schedules link templates to specific sites for recurring maintenance.

Creating a Schedule

Navigate to FM → PM Schedules

Click New Schedule

Configure the schedule:

FieldDescriptionTemplateSelect the PM template to useSiteSelect the site for maintenanceStart DateWhen the schedule beginsNotesAdditional schedule-specific notes

Click Save

The Next Due Date is automatically calculated based on the template frequency.

Pausing and Activating Schedules

To Pause a Schedule:

Open the schedule detail page

Click Pause Schedule

Confirm the action

Paused schedules will not generate work orders. To Reactivate:

Open the paused schedule

Click Activate Schedule

The next due date will be recalculated

Understanding Due Date Calculation

Due dates are calculated based on frequency:

Frequency	Calculation
Daily	Add 1 day
Weekly	Add 7 days
Monthly	Add 1 month (same day)
Quarterly	Add 3 months
Semi-Annual	Add 6 months
Annual	Add 1 year

Edge Cases:

January 31 + 1 month = February 28/29
Leap years are handled correctly

Work Order Integration

Automatic Work Order Generation

When Auto-Generate PM Work Orders is enabled:

Daily at 6:00 AM UTC, the system checks all active schedules

Schedules with next_due_date within the lookahead window are processed

Work orders are created with:

Type: preventive_maintenance
Priority: high for compliance PMs, medium otherwise
Due Date: The PM schedule’s due date
Linked Schedule: Reference to the PM schedule
Checklist Items: Copied from template
Materials: Suggested from template

Manual Work Order Generation

To manually trigger work order creation:

Open the PM schedule

Click Generate Work Order

The work order is created immediately

Duplicate Prevention

The system prevents duplicate work orders:

Only one work order per schedule per due date
Existing open work orders block new generation
Completed work orders update the schedule before next generation

Compliance Tracking

Compliance Dashboard

Monitor PM compliance from the FM Dashboard:

Metric	Calculation
Compliance Rate	(Completed on time / Total due) × 100%
Overdue Count	Active schedules past due date
Critical Overdue	Overdue compliance-required PMs

Overdue Alerts

The check-overdue-pms job runs daily to:

Identify schedules past their due date

Calculate days overdue

Categorize severity:

Warning: 1-3 days overdue
Critical: 4-7 days overdue
Severe: 7+ days overdue

Publish pm_overdue events for notification

Compliance Reporting

For compliance audits, generate reports showing:

PM completion history by schedule
On-time completion rates
Failure documentation
Material usage

Cron Job Setup

PM automation requires two scheduled jobs.

Work Order Generation Job

Schedule: Daily at 6:00 AM UTC

SELECT cron.schedule(
  'generate-pm-work-orders-daily',
  '0 6 * * *',
  $$
  SELECT net.http_post(
    url := 'https://<project-ref>.supabase.co/functions/v1/generate-pm-work-orders',
    headers := '{"Authorization": "Bearer <anon-key>", "Content-Type": "application/json"}'::jsonb,
    body := '{}'::jsonb
  );
  $$
);

Overdue Check Job

Schedule: Daily at 7:00 AM UTC

SELECT cron.schedule(
  'check-overdue-pms-daily',
  '0 7 * * *',
  $$
  SELECT net.http_post(
    url := 'https://<project-ref>.supabase.co/functions/v1/check-overdue-pms',
    headers := '{"Authorization": "Bearer <anon-key>", "Content-Type": "application/json"}'::jsonb,
    body := '{}'::jsonb
  );
  $$
);

Verifying Cron Jobs

Check if jobs are scheduled:

SELECT * FROM cron.job;

Check job execution history:

SELECT * FROM cron.job_run_details 
WHERE jobname LIKE '%pm%' 
ORDER BY start_time DESC 
LIMIT 10;

Troubleshooting

Work Orders Not Generating

Symptoms: PM schedules are due but no work orders created Checklist:

Verify Auto-Generate PM Work Orders is enabled in FM Settings

Check if schedule is Active (not Paused)

Verify schedule’s next_due_date is within lookahead window

Check for existing open work order for this schedule

Verify cron job is scheduled and running

Resolution:

Manually generate work order from schedule page
Check edge function logs for errors
Verify RLS policies allow work order creation

Due Dates Not Calculating Correctly

Symptoms: Next due date is wrong after completion Checklist:

Verify template frequency is set correctly

Check that work order is linked to PM schedule

Ensure work order status is “completed”

Resolution:

Manually update schedule’s next_due_date
Verify the fm_update_pm_schedule_on_completion trigger is enabled

Completion Not Updating Schedule

Symptoms: Work order completed but schedule not updated Checklist:

Verify work order has pm_schedule_id set

Check database trigger is active

Look for errors in database logs

Resolution:

Manually update schedule’s last_completed_date and next_due_date
Contact administrator to check trigger function

Best Practices

Template Design

Clear Naming: Use descriptive names with asset type and frequency

Good: “HVAC Filter Change - Monthly”
Bad: “Monthly Maintenance”

Detailed Checklists: Include specific, actionable steps

Good: “Inspect belt tension, tighten if deflection > 1/2 inch”
Bad: “Check belt”

Pass Criteria: Define clear pass/fail conditions for compliance PMs

Material Accuracy: Keep material lists current with correct quantities

Frequency Selection

Maintenance Type	Recommended Frequency
Filter changes	Monthly
Safety inspections	Monthly or Quarterly
Full equipment service	Quarterly or Semi-Annual
Annual certifications	Annual

Compliance Priority

Mark all regulatory, safety, and insurance-required PMs as Compliance Required
These get High priority work orders
Monitor compliance PMs separately from routine maintenance

Schedule Organization

Create separate schedules per site, even for same template
Use consistent start dates for easier planning
Review and clean up unused schedules quarterly

PM User Guide - End user documentation
Inventory Admin Guide - Managing PM materials
Vendor Admin Guide - Vendor PM assignments

Guides

Assets & Inventory

Work Orders & Maintenance

Fleet & Vehicles

Vendors

Preventive Maintenance Administrator Guide

Overview

Initial Setup

Configure FM Module Settings

Verify Cron Job Setup

Creating PM Templates

Step-by-Step Template Creation

Adding Checklist Items

Adding Required Materials

Managing PM Schedules

Creating a Schedule

Pausing and Activating Schedules

Understanding Due Date Calculation

Work Order Integration

Automatic Work Order Generation

Manual Work Order Generation

Duplicate Prevention

Compliance Tracking

Compliance Dashboard

Overdue Alerts

Compliance Reporting

Cron Job Setup

Work Order Generation Job

Overdue Check Job

Verifying Cron Jobs

Troubleshooting

Work Orders Not Generating

Due Dates Not Calculating Correctly

Completion Not Updating Schedule

Best Practices

Template Design

Frequency Selection

Compliance Priority

Schedule Organization

​Overview

​Initial Setup

​Configure FM Module Settings

​Verify Cron Job Setup

​Creating PM Templates

​Step-by-Step Template Creation

​Adding Checklist Items

​Adding Required Materials

​Managing PM Schedules

​Creating a Schedule

​Pausing and Activating Schedules

​Understanding Due Date Calculation

​Work Order Integration

​Automatic Work Order Generation

​Manual Work Order Generation

​Duplicate Prevention

​Compliance Tracking

​Compliance Dashboard

​Overdue Alerts

​Compliance Reporting

​Cron Job Setup

​Work Order Generation Job

​Overdue Check Job

​Verifying Cron Jobs

​Troubleshooting

​Work Orders Not Generating

​Due Dates Not Calculating Correctly

​Completion Not Updating Schedule

​Best Practices

​Template Design

​Frequency Selection

​Compliance Priority

​Schedule Organization

​Related Guides

Overview

Initial Setup

Configure FM Module Settings

Verify Cron Job Setup

Creating PM Templates

Step-by-Step Template Creation

Adding Checklist Items

Adding Required Materials

Managing PM Schedules

Creating a Schedule

Pausing and Activating Schedules

Understanding Due Date Calculation

Work Order Integration

Automatic Work Order Generation

Manual Work Order Generation

Duplicate Prevention

Compliance Tracking

Compliance Dashboard

Overdue Alerts

Compliance Reporting

Cron Job Setup

Work Order Generation Job

Overdue Check Job

Verifying Cron Jobs

Troubleshooting

Work Orders Not Generating

Due Dates Not Calculating Correctly

Completion Not Updating Schedule

Best Practices

Template Design

Frequency Selection

Compliance Priority

Schedule Organization

Related Guides