10Maintenance plans Everyone

A plan is a round of maintenance: a name, the assets it covers, the people doing the work, and anything else the job needs, such as a due date. Editors and administrators make plans; the people assigned get an email and find the plan under Plans.

Making a plan

1. Go to Plans and press New plan — or tick assets in the table first and press Create plan…, which brings the selection with it.
2. Give it a Name and, if it helps, a Description: what needs doing, and anything worth knowing on site.
3. Under Assets, tick what the plan covers. The search finds assets by ID, address or category; Select all shown ticks everything it is showing, and Selected only lists just what you have picked.
4. Under Fields, add whatever else the plan should carry. Add a due date is the usual one; Add field takes text, a date or a number — a contractor, an order number, a budget. These belong to this plan only.
5. Under Assign to, tick the people doing the work. Usually field workers: they can mark the plan done. A viewer can be assigned too, but can only read it.
6. Press Create plan. Everyone assigned gets an email with the plan, in their own language, and a reply to it reaches you.

A plan is edited the same way. Only people you add are emailed; those already on it are not emailed again.

Repeating plans

Work that comes round on a schedule — emptying, inspecting, a spring clean of every bench — can be set up once. When making or editing a plan, choose an interval under Repeat this plan: Every week, Every 2 weeks, Every month, Every 3 months, Every 6 months or Every year. Then pick the day the next round starts in Next round on; it is filled in as one interval from today, and the tiles beneath show the next few rounds.

On that day a new plan is created from this one: the same name, description, assets and people, with every date field moved on by the interval — a plan due on 1 October that repeats every 3 months comes back due on 1 January. Everyone assigned gets an email, as with any new plan. The earlier plan stays as it was, to be marked done on its own.

The repeat always sits on the newest round, which the list marks with its interval. To change the rounds still to come — another asset, another person — edit that plan. To stop them, set it to Don't repeat. If every asset in a repeating plan has been deleted, it stops by itself.

Working through a plan

A plan opens as a map of its assets with the list beside it. The Plans link in the top bar shows how many open plans are assigned to you. The list has Open and Done tabs, and a plan whose date has passed is marked Overdue. Editors and administrators see every plan and can narrow the list to Assigned to me; everyone else sees only their own.

When the round is finished, someone assigned to it — or an editor or administrator — presses Mark as done. Every asset in the plan gets a line in its history saying the plan was completed, so the next person to open it can see when it was last seen to. Reopen puts the plan back on the open list.