This guide is designed for schedulers, service coordinators, and admin users responsible for creating service and maintenance schedules for customer assets in FieldInsight.

The Preventative Maintenance feature allows you to create a maintenance contract for a specific site and generate routine service schedules based on asset test frequencies.

This helps automate the scheduling of upcoming service and maintenance work for customer assets.

Maintenance Contracts include a start date and end date and can be renewed once the contract period ends.

Before creating a Preventative Maintenance Contract, make sure the following have already been set up:

To create a new Preventative Maintenance Contract:

For every agreement, FieldInsight automatically creates a new project with:

This helps your team monitor the overall financial and operational performance of the maintenance contract.

After the contract is saved, you will move through several setup sections.

These sections control how the contract is scoped, how jobs are created, how tests are scheduled, and how billing can be managed.

The Job Creation Rules section defines which assets, test frequencies, or job types are included in the contract.

You can scope the contract using one of the following options:

Use this option when you want to include all assets and all test frequencies linked to those assets.

This means all applicable test templates for the selected assets will be included in the contract.

Use this option when you only want to include specific frequencies, such as:

For example, if the contract is only for 6-monthly and annual servicing, you can select only those frequencies.

This allows you to limit the contract to the exact test frequencies required.

Use this option when you want to scope the contract based on the maintenance job type.

For example:

This is useful when different job types are used to separate different service scopes.

The Job Rule Defaults section controls the default job details applied when jobs are generated.

These rules do not define the contract scope (except for scoping by Job Type/Service type)

Instead, they tell the system what job details to apply when a scheduled job matches a selected frequency.

For example, you can set defaults for:

You can configure frequency rules by going to:

Settings > Assets & Tests > Planned Maintenance > Frequency Rules

You can also click Add Rule directly from the Contract setup page.

You can also nominate default technicians to be allocated to the jobs scheduled from the contract. This is optional
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Click Next
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The Job Scheduling Rule controls how the system schedules the generated maintenance jobs.

There are two options:

Use this option when jobs should be scheduled based on the exact test start date and frequency.

For example, if an annual inspection starts on 1 June and there is also a monthly test, the system will schedule:

Use this option when jobs should follow a recurring pattern instead of a specific test start date.

For example, you can set all jobs to occur on the first Monday of every month, regardless of the original test start date.
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If a specific frequency, such as 3 Monthly or 6 Monthly, is not added to the Job Rules section, the system will use the setup under Set Default Job.

To configure this:

This ensures the system still knows what job details to apply if no specific frequency rule exists.
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The Tolerance Setting controls how strictly job and test schedules must follow their scheduled frequencies.
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There are two options:

This is the default option.

Use Fixed Tolerance when the test can be completed any time within the scheduled week or month.

For example, if a test is scheduled for 6 March, it can still be completed any time within March.

Use Variable Tolerance when the test is time-critical and must be completed on or close to a specific date.

For example, a monthly test may need to be completed within +/- 5 days of the scheduled date.
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The Test Frequencies Setting controls what happens when multiple test frequencies overlap during the same visit.

For example, a monthly test and quarterly test may fall due at the same time.

You can choose one of the following options:

Use this option when you want every scheduled test to appear individually.

This is ideal when monthly, quarterly, and annual tests have separate checklists and need to be tracked independently.

Use this option when higher frequency test templates already include the lower frequency checks.

For example, if the quarterly test already includes the monthly checks, the system will only show the quarterly test during scheduling.

This helps avoid duplicate checklists.

Use this option when your templates are separate, but you want the system to merge them into one test at runtime.

For example, if monthly and quarterly tests are both due, the system can combine the applicable test items into one checklist for the technician to complete.

The Set Standards section is used when you service clients that follow different regulatory or compliance standards.

You can tick or untick standards depending on what applies to the contract.

By selecting the correct standards, the contract will only include the relevant tests and asset types linked to those standards.

If the standards are not selected correctly, the contract may miss required tests or show mismatched categories.

It is recommended to select all applicable categories, such as:

You can also manage standards by going to:

Assets > Standards

This helps ensure jobs and tests align with the required compliance standards.
NOTE: Depending on your setting, you might not see this page.

The Set Asset Types section allows you to define which asset categories and asset types are included in the contract.

When Scope contract to set asset types is ticked, the system will only include the asset types you select.

For example:

This is useful when you are only contracted to maintain specific asset types at a site.

If you are servicing all asset types, you can leave this option unticked. All assets will be included by default.
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The assets section allows you to review all assets included in the contract.

At this point, you have the ability to remove certain assets.
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Click Next to go to Billing

Billing is optional, but you can configure billing rules to automatically generate invoices from the Maintenance Contract.

You can bill by:

Under Choose Billing Rule, select one of the following:

Generates the invoice at the start of each month within the contract period.

Automatically adds inventory items from the Pricing Plan Book to the job once it is scheduled.

You can create and select the invoice template you want to use for the contract.

Use this option to bill based on asset category and frequency.

You can:

This is useful when different asset categories have different servicing costs.

Use this option when you want to set a total annual amount and split it across a chosen billing frequency.

For example:

$12,000 annual total ÷ 12 months = $1,000 per month

Use this option to charge based on individual frequency jobs.

For example, you may charge $2,000 for all monthly services across the included assets.

You can configure:

Each frequency rule is treated independently and maps directly to the job frequency.

Once billing is configured, FieldInsight generates Projected Invoices based on the rules that have been set.

This allows you to review expected billing before invoices are generated.

Once the contract is saved and the job creation rules are configured, FieldInsight automatically builds the maintenance schedule for each asset.

The Maintenance Planner provides a visual calendar view of tests across asset types and months.

Based on the contract start date, the system will show the highest-frequency test first for each asset category.

For example, if the contract starts on 1 Jul 2026 and both monthly and annual tests are set up, the planner may show the annual for applicable assets.
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The Maintenance Planner helps you review whether:

When setting up or reviewing a contract, you can configure each asset type group in detail by clicking into it.

This gives you more control over the tests and assets included for that specific group.
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On the Tests tab, you will see all test templates linked to the selected asset type.

Each row may show:

The start and end dates usually follow the contract start and end dates.

You can use the red X on the right-hand side to remove a test that is not required for this contract or site.

Removing a test from the contract does not delete the test template from the system.
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On the Assets tab, you can view the individual assets under the selected asset type group.

Each asset may show:

From here, you can review or add assets specific to that asset type for the contract.
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The Periodic Rules section works the same way as the Asset Type Group. It also allows you to define what tests will occur, how often they will occur, and who will perform them for each asset type.

You can access this section by going to:

Preventative Maintenance > Contract > Periodic Rules
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On the left-hand side, you will see the asset categories listed under Categories with Assets.

For example:

You can tick or untick these categories to include or exclude them from the contract scope.

On the right-hand side, you can manage rules for each asset type.

This may include:

You can also:

This setup helps fine-tune the contract scope.

Any changes made here only affect the current contract setup. They do not delete or permanently change the original asset test templates.

Preventative Maintenance in FieldInsight helps your team manage asset servicing through automated scheduling, clear contract rules, and structured workflows.

By setting up contracts, linking assets, applying standards, configuring job rules, and reviewing the Maintenance Planner, your team can ensure scheduled maintenance work is planned consistently and nothing is missed.

Once configured, the process supports the full workflow from job generation through to technician completion and reporting.

For the next step, refer to: Job Creation for Preventative Maintenance

This guide explains how to create jobs under Preventative Maintenance.

If you need help reviewing your setup, please contact the FieldInsight support team.