Client Equipment Recurring Service - User Guide

Table of Contents

1. Overview

The Client Equipment Recurring Service module provides automated scheduling and generation of routine service tasks for client equipment. This system maintains service schedules, tracks service intervals, and automatically creates Field Service Tasks when services become due, ensuring consistent maintenance and compliance with service requirements.

Primary Business Value:

When managing client equipment requiring regular maintenance, you need to ensure services are performed on schedule without manual tracking. This system automatically monitors service intervals for each equipment unit and generates Field Service Tasks when maintenance becomes due, eliminating manual scheduling and preventing missed services.

Key capabilities include:

• Defining recurring service schedules for equipment
• Flexible interval configuration (daily, monthly, yearly)
• Automatic Field Service Task generation when service becomes due
• Service instruction templates for consistent procedures
• Service history tracking through last and next service dates
• Equipment-specific schedule visibility
• Due and overdue service monitoring
• Schedule activation and deactivation for lifecycle management

2. Understanding Recurring Service Schedules

Core Concepts

Service Schedules vs Service Tasks: The system distinguishes between service schedules (recurring patterns) and service tasks (actual work orders). A service schedule defines when and how often equipment should be serviced. When that schedule becomes due, the system automatically creates a Field Service Task for technicians to perform the work.

Example:

A fire extinguisher requires annual inspection. You create a recurring service schedule with 12-month interval. Each year when the schedule becomes due, the system automatically creates a Field Service Task for technicians to perform the annual inspection.

How Schedules Work

Each recurring service schedule operates on a cycle:

1. Schedule Created: Define service name, equipment, interval, and instructions
2. Next Service Calculated: System determines when service is next due
3. Automatic Monitoring: System checks daily for due services
4. Task Generation: When due, Field Service Task automatically created
5. Schedule Update: Last service date updates, next service date recalculates
6. Cycle Repeats: Process continues automatically for ongoing maintenance

Integration with Field Service

Recurring service schedules integrate with the Field Service module (cs_client_equipment_servicing). When schedules become due:

• Field Service Tasks are automatically created in the Field Service project
• Service instructions from schedule populate task details
• Equipment details automatically included in task
• Tasks appear in standard Field Service task management
• Technicians process tasks through normal Field Service workflow

Important: This module requires the Field Service (cs_client_equipment_servicing) module to be installed. Recurring service schedules generate Field Service Tasks, which require the field service functionality to exist.

Service Schedule Lifecycle

Service schedules remain active indefinitely once created, generating tasks on each interval until the schedule is archived. This supports:

• Ongoing Maintenance: Annual inspections, quarterly services continue automatically
• Equipment Lifecycle: Services continue for equipment lifetime
• Schedule Suspension: Archive schedule to temporarily stop task generation
• Schedule Reactivation: Unarchive to resume automatic task generation

3. Creating Service Schedules

When to Create Schedules

Create recurring service schedules for equipment requiring regular maintenance at defined intervals:

• Annual safety inspections mandated by regulations
• Quarterly preventive maintenance programs
• Monthly equipment checks
• Warranty-required servicing at specified intervals
• Any service that repeats on a predictable schedule

Creating a Service Schedule

Process - Creating Recurring Service Schedule:

Scenario: Fire extinguishers require annual inspection per regulations

1. Navigate to Client Equipment → Configuration → Service Schedules
2. Click Create
3. Enter schedule details:
   • Name: Descriptive schedule name (e.g., "Annual Fire Extinguisher Inspection")
   • Equipment: Select the specific equipment this schedule applies to
   • Repeat Every: Enter interval number (e.g., 1)
   • Interval Unit: Select time unit (e.g., Years)
   • Last Service: Leave blank for new schedules (system uses today's date if empty)
   • Next Service: Automatically calculated based on last service and interval
4. Navigate to Service Instructions tab
5. Enter detailed service instructions:
   • Inspection procedures
   • Required testing or measurements
   • Parts or materials needed
   • Safety requirements
   • Documentation requirements
6. Click Save
7. Schedule is now active and monitored by automatic generation process

Service Instructions

Service instructions are templates that populate Field Service Tasks when they're automatically generated. Well-written instructions ensure consistent service execution:

Good Service Instructions Example:

Annual Fire Extinguisher Inspection

• Verify extinguisher is in designated location and accessible
• Inspect for physical damage, corrosion, or leakage
• Check pressure gauge is in green zone
• Verify safety pin and tamper seal are intact
• Inspect hose and nozzle for cracks or blockages
• Verify inspection tag is current
• Apply new service tag with inspection date and next due date
• Document any deficiencies requiring repair or replacement

Creating Multiple Schedules

Equipment can have multiple recurring service schedules if different services occur at different intervals:

Example - Multiple Schedules for Single Equipment:

Generator maintenance requirements:

• Schedule 1: "Monthly Runtime Test" - 1 Month interval
• Schedule 2: "Quarterly Oil Change" - 3 Months interval
• Schedule 3: "Annual Full Service" - 1 Year interval

Each schedule operates independently, generating tasks at appropriate intervals.

4. Configuring Service Intervals

Understanding Interval Configuration

Service intervals define how frequently equipment requires service. The system supports three time units with any interval count:

• Days: For frequent services (weekly, bi-weekly, specific day intervals)
• Months: For regular maintenance (monthly, quarterly, semi-annual)
• Years: For annual services (yearly, bi-annual, multi-year intervals)

Common Interval Examples

Daily/Weekly Services:

• Weekly: Repeat Every 7 Days
• Bi-Weekly: Repeat Every 14 Days
• Every 10 Days: Repeat Every 10 Days

Monthly Services:

• Monthly: Repeat Every 1 Month
• Quarterly: Repeat Every 3 Months
• Semi-Annual: Repeat Every 6 Months

Annual Services:

• Annual: Repeat Every 1 Year
• Bi-Annual: Repeat Every 2 Years
• Every 5 Years: Repeat Every 5 Years

How Next Service Date is Calculated

The system automatically calculates next service date based on last service date and interval:

1. If Last Service Date is blank, Next Service Date = Today
2. If Last Service Date exists, Next Service Date = Last Service Date + Interval
3. When Field Service Task is created, Last Service Date updates to Next Service Date
4. System recalculates new Next Service Date for next cycle

Calculation Example:

Annual service schedule created on January 15, 2025:

• Initial: Last Service Date = blank, Next Service Date = January 15, 2025
• After Task Creation: Last Service Date = January 15, 2025, Next Service Date = January 15, 2026
• Following Year: Last Service Date = January 15, 2026, Next Service Date = January 15, 2027

Each cycle maintains consistent interval based on actual service dates.

Adjusting Intervals

Service intervals can be modified any time by editing the schedule:

1. Open the service schedule record
2. Modify Repeat Every number or Interval Unit
3. Save the record
4. Next Service Date automatically recalculates based on new interval
5. Future tasks will generate on new schedule

5. How Service Tasks are Generated

Automatic Monitoring Process

The system includes automated processes that check for due services and generate tasks without manual intervention:

1. Daily Check: System runs automatically once per day (typically 2:00 PM)
2. Schedule Evaluation: Reviews all active service schedules
3. Due Service Identification: Identifies schedules where Next Service Date ≤ Today
4. Task Creation: For each due schedule:
   • Creates Field Service Task in Field Service project
   • Populates task with equipment details
   • Includes service instructions in task description
   • Links task to equipment through Equipment Job
5. Schedule Update: Updates Last Service Date to Next Service Date
6. Recalculation: Calculates new Next Service Date for next cycle

Important: Tasks are generated automatically without user intervention. Ensure the automatic process (scheduled action/cron) is enabled and running. If automatic generation is not working, contact your system administrator to verify scheduled actions are active.

When Tasks Are Generated

Tasks generate when schedules meet these conditions:

• Schedule is active (not archived)
• Next Service Date is today or in the past (due or overdue)
• Last Service Date is either blank or earlier than today
• Field Service project exists in the system

What Gets Created

Each automatically generated Field Service Task includes:

• Task Name: Equipment name
• Customer: Equipment owner/client
• Equipment Job: Linked to specific equipment with all details
• Service Instructions: Copied from schedule's Service Instructions field
• Issues Field: Populated with service instructions
• Site Contact: From equipment record
• Location Details: From equipment record

After Task Creation

Once a task is generated:

1. Task appears in Field Service task list
2. Technicians can be assigned through normal Field Service workflow
3. Task is processed like any Field Service work order
4. Schedule automatically advances to next service date
5. System waits for next cycle to generate another task

6. Monitoring Service Schedules

Service Schedule List

Monitor all service schedules through the centralized schedule list:

Accessing Service Schedules:

1. Navigate to Client Equipment → Configuration → Service Schedules
2. View complete list of all schedules
3. List displays:
   • Equipment
   • Schedule Name
   • Interval (number and unit)
   • Last Service Date
   • Next Service Date (highlighted in red if overdue)

Due and Overdue Filters

Built-in filters help identify schedules requiring attention:

• Due Filter: Shows schedules where Next Service Date ≤ Today (services due now or overdue)
• Overdue Filter: Shows schedules where Next Service Date < Today (past due services)
• Archived Filter: Shows inactive schedules that are not generating tasks

Using Filters:

1. Open Service Schedules list
2. Click Filters button
3. Select Due to see all services due today or overdue
4. Select Overdue to see only past-due services
5. Review list to verify tasks are being generated appropriately

Grouping Schedules

Organize schedule list view for easier management:

• Group by Equipment: See all schedules for each equipment grouped together
• Group by Next Service: See schedules organized by due date

Next Service Date Highlighting

The system provides visual indicators for schedule status:

• Normal Display: Next Service Date in future (not yet due)
• Red Highlight: Next Service Date in past (overdue)

7. Managing Active Schedules

Editing Service Schedules

Modify existing schedules when service requirements change:

Process - Updating Schedule Interval:

Scenario: Fire extinguisher inspection frequency changes from annual to semi-annual

1. Open the service schedule record
2. Modify Repeat Every from 1 Year to 6 Months
3. Update Service Instructions if procedures changed
4. Save the record
5. System recalculates Next Service Date based on new interval
6. Future tasks generate on new schedule

Updating Service Instructions

Service instructions can be updated any time. Changes affect future generated tasks but do not update tasks already created:

1. Open service schedule
2. Navigate to Service Instructions tab
3. Modify instructions as needed
4. Save record
5. Next generated task includes updated instructions

Archiving Schedules

Archive schedules to stop automatic task generation without deleting the schedule record:

Process - Archiving Schedule:

Scenario: Equipment sold, no longer requires maintenance

1. Open service schedule record
2. Click Action menu
3. Select Archive
4. Schedule marked as inactive
5. System no longer checks schedule for task generation
6. Schedule remains in system for historical reference

Reactivating Archived Schedules

Unarchive schedules to resume automatic task generation:

1. Apply Archived filter to schedule list
2. Locate archived schedule
3. Open schedule record
4. Click Action menu
5. Select Unarchive
6. Schedule becomes active
7. Review and adjust Next Service Date if needed
8. System resumes monitoring for automatic task generation

Deleting Schedules

Permanently delete schedules that are no longer needed:

Important: Deleting a schedule removes all historical information. Consider archiving instead if you want to maintain historical records. Only users with administrator permissions can delete schedules.

8. Equipment Service Schedule Visibility

Viewing Schedules from Equipment

Each equipment record displays all recurring service schedules configured for that equipment:

Process - Checking Equipment Schedules:

Scenario: Customer inquires about maintenance schedule for their equipment

1. Navigate to Client Equipment → Equipment
2. Locate and open equipment record
3. Click the Field Schedules smart button (shows schedule count)
4. View all schedules for this equipment
5. Alternatively, navigate to Field Schedules tab on equipment record
6. Review schedule names, intervals, and next service dates

Creating Schedules from Equipment

Service schedules can be created directly from equipment records:

1. Open equipment record
2. Navigate to Field Schedules tab
3. Click Add
4. Equipment automatically populated
5. Complete schedule details and instructions
6. Save record
7. Schedule appears on equipment and in centralized schedule list

Schedule Count Indicator

The Field Schedules smart button on equipment records shows the total number of recurring service schedules configured for that equipment, providing quick visibility into maintenance requirements.

9. Standard Workflows

Workflow 1: Setting Up Annual Safety Inspection

Scenario: Fire extinguishers require annual inspection per local regulations

Process:

1. Regulatory Review:
   • Confirm annual inspection requirement
   • Document inspection procedures required
   • Identify all fire extinguishers requiring inspection
2. Create First Schedule:
   • Navigate to Service Schedules
   • Click Create
   • Name: "Annual Fire Extinguisher Inspection"
   • Equipment: Select first fire extinguisher
   • Interval: 1 Year
   • Leave Last Service Date blank (schedule starts today)
3. Document Procedures:
   • Service Instructions tab
   • Enter complete inspection procedures
   • Include testing requirements
   • Document tagging requirements
   • Note any regulatory references
4. Replicate for Other Equipment:
   • Save first schedule
   • For each additional fire extinguisher:
   • Click Duplicate on first schedule
   • Change only Equipment field
   • Save record
   • Repeat for all fire extinguishers
5. Verification:
   • View Service Schedules list
   • Verify all fire extinguishers have schedules
   • All show Next Service Date of today
   • Apply Due filter - all appear in list
6. Initial Task Generation:
   • Wait for automatic process to run (next 2:00 PM)
   • Field Service Tasks created for all fire extinguishers
   • Schedules advance to next year's dates
   • Tasks ready for assignment and execution

Workflow 2: Managing Quarterly Generator Maintenance

Scenario: Backup generator requires quarterly oil change and annual full service

Process:

1. Service Requirements:
   • Quarterly: Oil and filter change
   • Annual: Complete inspection and service
   • Two separate schedules needed for different intervals
2. Create Quarterly Schedule:
   • Navigate to Service Schedules
   • Create new schedule
   • Name: "Quarterly Generator Oil Change"
   • Equipment: Select generator
   • Interval: 3 Months
   • Service Instructions: Detail oil change procedure
3. Create Annual Schedule:
   • Create second schedule
   • Name: "Annual Generator Full Service"
   • Equipment: Same generator
   • Interval: 1 Year
   • Service Instructions: Comprehensive service checklist
4. Schedule Coordination:
   • Both schedules operate independently
   • Quarterly schedule generates tasks every 3 months
   • Annual schedule generates task once per year
   • In months when both are due, two separate tasks generated
5. Ongoing Operation:
   • System monitors both schedules
   • Tasks automatically generate at appropriate intervals
   • Technicians receive clear instructions for each service type
   • Complete service history maintained on equipment

Workflow 3: Adjusting Schedule After Late Service

Scenario: Annual service was performed 2 months late, need to adjust next service date

Process:

1. Situation Assessment:
   • Schedule set for annual service every January 15
   • Service was performed on March 15 (2 months late)
   • Next service should be March 15 next year, not January 15
2. Locate Schedule:
   • Open Service Schedules list
   • Find the relevant schedule
   • Note current Last Service Date and Next Service Date
3. Manual Adjustment:
   • Open schedule record
   • Update Last Service Date to March 15, 2025
   • System automatically recalculates Next Service Date to March 15, 2026
   • Save record
4. Verification:
   • Next Service Date now shows March 15, 2026
   • Schedule aligned with actual service date
   • Future tasks will generate on corrected schedule
5. Alternative Approach:
   • If service was just performed, wait for automatic generation
   • When task is created, complete it immediately
   • Schedule automatically updates to actual service date
   • Future dates self-correct

Workflow 4: Decommissioning Equipment with Schedules

Scenario: Equipment retired from service, recurring schedules no longer needed

Process:

1. Equipment Decommission:
   • Equipment removed from customer site
   • Equipment no longer requires service
   • Active schedules exist for this equipment
2. Identify Schedules:
   • Open equipment record
   • Click Field Schedules smart button
   • Review all schedules for this equipment
   • Note schedule names and details
3. Archive Schedules:
   • For each schedule:
   • Open schedule record
   • Action → Archive
   • Schedule becomes inactive
   • No future tasks will generate
4. Equipment Status:
   • Optionally archive equipment record itself
   • Historical data maintained for both equipment and schedules
   • Complete audit trail preserved
5. Verification:
   • Check Service Schedules list
   • Apply Active filter - decommissioned equipment schedules don't appear
   • Apply Archived filter - schedules visible for reference
   • No new tasks will generate for archived schedules

10. Troubleshooting

Issue: Service Tasks Not Being Generated Automatically

Symptom: Schedules show as due or overdue but Field Service Tasks are not being created.

Cause: Automatic generation process (scheduled action) may not be running.

Resolution:

1. Verify schedule is active (not archived)
2. Confirm Next Service Date ≤ Today
3. Check Field Service project exists (required for task creation)
4. Contact administrator to verify scheduled action "Generate Service Orders" is active and running
5. Administrator should check scheduled actions at Settings → Technical → Automation → Scheduled Actions
6. Verify scheduled action runs daily and last run was recent

Issue: Next Service Date Not Calculating

Symptom: Next Service Date field is blank or not updating.

Cause: Interval configuration may be invalid or Last Service Date is blank.

Resolution:

1. Open schedule record
2. Verify Repeat Every is positive number (not zero or negative)
3. Verify Interval Unit is selected (Days, Months, or Years)
4. If Last Service Date is blank, Next Service Date defaults to today
5. Save record - system should automatically calculate Next Service Date
6. If calculation still fails, contact administrator

Issue: Field Service Task Created But Missing Equipment Details

Symptom: Task was generated but doesn't include equipment information.

Cause: Equipment record may be incomplete or Field Service module not properly installed.

Resolution:

1. Verify Field Service (cs_client_equipment_servicing) module is installed
2. Check equipment record has complete information:
   • Customer/Client populated
   • Location details complete
   • Site contact information present
3. For future tasks, complete equipment record details before tasks generate
4. For existing task, manually populate missing details

Issue: Service Instructions Not Appearing in Generated Tasks

Symptom: Field Service Task created but doesn't include service instructions.

Cause: Service Instructions field may be empty on schedule.

Resolution:

1. Open service schedule record
2. Navigate to Service Instructions tab
3. Verify instructions are present and properly formatted
4. If instructions were added after task generation, they only affect future tasks
5. For existing task, manually add instructions from schedule
6. Future generated tasks will include instructions

Issue: Cannot Create Service Schedule

Symptom: Error when trying to save new service schedule.

Cause: Required fields may be missing or user lacks permissions.

Resolution:

1. Verify all required fields are completed:
   • Name
   • Equipment
   • Repeat Every (positive number)
   • Interval Unit
2. Check user has create permissions for service schedules
3. If error persists, note exact error message and contact administrator

Issue: Duplicate Tasks Being Generated

Symptom: Multiple Field Service Tasks created for same schedule on same date.

Cause: Automatic generation may have run multiple times or Last Service Date not updating.

Resolution:

1. Check Last Service Date on schedule - should update after task creation
2. If Last Service Date not updating, contact administrator
3. Cancel duplicate tasks in Field Service
4. Verify schedule Last Service Date is current
5. Monitor for recurrence

Issue: Schedule Shows Overdue But Service Was Performed

Symptom: Service was completed but schedule still shows overdue status.

Cause: Last Service Date not updated after service completion.

Resolution:

1. Open service schedule record
2. Update Last Service Date to actual service completion date
3. Save record
4. System recalculates Next Service Date
5. Schedule no longer shows as overdue

Issue: Cannot Archive Service Schedule

Symptom: Archive option not available or doesn't work.

Cause: User may lack permissions or viewing in read-only mode.

Resolution:

1. Verify you have edit/delete permissions for service schedules
2. Ensure record is in edit mode
3. Try Action menu → Archive option
4. If option not visible, contact administrator for permission adjustment
5. Administrator users can always archive schedules

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