---
title: Preventative Maintenance [PM]| Creating & Managing (Admins and/or Sub-Admins)
description: How to create and manage Preventive Maintenance (PM) schedules in eSPACE Work Order and Asset Management, including adding locations, spaces, equipment, tasks, recurrence rules, auto-assignment, and configuring when work orders are generated ahead of the due date.
---

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1. [eSPACE Knowledge Base](https://support.espace.cool/espace-knowledge-base?hsLang=en)
2. [Work Order & Asset Management](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en)
3. [Preventative Maintenance \[PM\]](https://support.espace.cool/espace-knowledge-base/work-order-asset-management?hsLang=en#preventative-maintenance-pm)

# Preventative Maintenance \[PM\]| Creating & Managing (Admins and/or Sub-Admins)

## How to add a recurring "work order" aka how to create a preventative maintenance

Sections in this article:

- **Overview**
- **When to Add a PM Instead of a Work Order**
- **When is the Work Order Generated From a PM**
- **How to Add Preventative Maintenance**
- **Adding a Space to a PM**
- **Adding Equipment to a PM**
- **Add Tasks to a PM**
- **Make the PM Recurring**
- **Decide When the Next Work Order Will Generate**
- **Generate Ahead of Time & Reminders**
- **After Creating the PM**

**Overview**

Admins and sub-admins can manage scheduled preventive maintenance!

- Sub-admins will need access to "Can Manage PM" under their user permissions in order to do this.

This is a proactive approach to work that needs to be done instead of a reactive approach! It is looking into the future and making "*intentional plans for addressing maintenance*" that will extend the life of your equipment and facilities. These can be added under Maintenance \[PM\] \> Add Maintenance \[PM\] on the left side menu bar of their eSPACE- Work Order and Asset Management account.

**![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-09-19-8112-PM.png?width=236&height=44&name=undefined-Feb-23-2026-05-09-19-8112-PM.png)**

- **Related article:** Understanding the Difference between a Work Order Request and Maintenance \[PM\]

#### **When to Add a PM Instead of a Work Order**

Preventive maintenance (PM's) should be added:

- On a regularly scheduled frequency
- For a piece of equipment (early rather than later) to lessen the likelihood of it failing (HVAC equipment and other large equipment with a lot of moving parts)
- For lubrication and filter changes
- Etc.

#### **When is the Work Order Generated From a PM**

The scheduled Maintenance \[PM\] rolls out as a Work Order on the next scheduled date (as defined on the PM) and shows on your calendar on that day (see "Scheduled" below). 

- However, you can enter a number of days for "Generate Work Order X Days prior to Requested Completion Date" so that the PM will generate the work order "ahead of time" if needed.
- Once the work order is generated, then you will see it on the calendar in Work Order & Asset Management.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-09-27-4792-PM.png?width=445&height=552&name=undefined-Feb-23-2026-05-09-27-4792-PM.png)

 

 

#### **How to Add Preventative Maintenance**

Go to your left sidebar and click on **Maintenance \[PM\]\>Add Maintenance \[PM\]**.

**![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-09-35-5696-PM.png?width=328&height=447&name=undefined-Feb-23-2026-05-09-35-5696-PM.png)**

#### Add the following:

1. #### **Location**
2. #### **Service Category**
3. #### **Description**

**![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-09-42-3634-PM.png?width=670&height=539&name=undefined-Feb-23-2026-05-09-42-3634-PM.png)**

#### **Adding a Space to a PM**

   4. If **space**(s) are required, select the space(s) where the work will take place.

- If there is a **red** asterisk, then spaces are required

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-09-47-3802-PM.png?width=503&height=435&name=undefined-Feb-23-2026-05-09-47-3802-PM.png)

#### **Adding Equipment to a PM**

  5. Associate any **Equipment** that relates to the work order

**![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-09-53-5661-PM.png?width=670&height=179&name=undefined-Feb-23-2026-05-09-53-5661-PM.png)**

 

  6. Select an **attachment** either from your computer or from your eSPACE Document Library.

  7. You can also enable **"Require Approval after Completion"** if needed as well.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-09-58-8210-PM.png?width=670&height=346&name=undefined-Feb-23-2026-05-09-58-8210-PM.png)

 

Click Next to go to the second page to continue.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-10-05-0049-PM.png?width=339&height=125&name=undefined-Feb-23-2026-05-10-05-0049-PM.png)

#### **Add Tasks to a PM**

  8. If the Work Order that gets generated by the PM needs to include several different tasks then you can manually add those tasks OR add them from your tasks library.

- Learn more in this article: Task Library | Managing Tasks in Your Account & Work Orders

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-10-29-4152-PM.png?width=670&height=187&name=undefined-Feb-23-2026-05-10-29-4152-PM.png)

 9. **Assign** the Work Order to an External Vendor, Internal User or Department if need be OR let your users assign the work order (generated by the PM) to themselves when the time comes. 

**![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-10-34-1600-PM.png?width=670&height=466&name=undefined-Feb-23-2026-05-10-34-1600-PM.png)**

#### **Make the PM Recurring**

  10. If the PM needs to generate a work order on a regular ongoing basis, then enter the desired **Frequency**, **Start Date** (and an optional **End Date**).

**![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-10-40-5521-PM.png?width=670&height=369&name=undefined-Feb-23-2026-05-10-40-5521-PM.png)**

#### **Decide When the Next Work Order Will Generate**

  11. Enter **further details** on the frequency and when the Work Order will be generated:

- ### **A**

### **![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-10-48-5231-PM.png?width=670&height=89&name=undefined-Feb-23-2026-05-10-48-5231-PM.png)**

- ### **B**

### **![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-10-52-8897-PM.png?width=670&height=247&name=undefined-Feb-23-2026-05-10-52-8897-PM.png)**

- ### **C**

        ![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-10-58-1123-PM.png?width=344&height=140&name=undefined-Feb-23-2026-05-10-58-1123-PM.png)

- Keep in mind that only *generated* work orders will appear on the calendar in Work Order & Asset Management.
- However, any changes to the PM will only be reflected in work orders that have *not yet been generated* by the PM. Therefore, it's **not** recommended to have a work order generated too far out in advance.

 

#### **Generate Ahead of Time & Reminders**

  12. Finally, add the desired optional settings such as setting the PM to generate the work order a certain number of days before the due date, Reminders, etc. and then click SAVE.

**![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-11-09-1172-PM.png?width=670&height=352&name=undefined-Feb-23-2026-05-11-09-1172-PM.png)**

 

 

13\. Click SAVE.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-11-15-9474-PM.png?width=345&height=128&name=undefined-Feb-23-2026-05-11-15-9474-PM.png)

- Related article: Maintenance \[PM\] | Frequency for Ongoing Generated Work Orders

 

#### **After Creating the PM**

Once you've completed entering all of your information and SAVED, you can ***review, filter, edit, copy, and/or delete*** your scheduled preventive maintenance items by going to **Maintenance** \[PM\]=\>List **Maintenance \[PM\],** located on the left sidebar of your dashboard**.** You also have the ability to "**Skip**" a PM occurrence as needed!

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-05-11-36-3579-PM.png?width=670&height=253&name=undefined-Feb-23-2026-05-11-36-3579-PM.png)

 

 

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