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Preventative Maintenance — Scheduling & Recurring Tasks

How preventative maintenance scheduling works in Superfood Apps — configured per asset and automatically generating job sheets when tasks are due.

Written by Support Superfood

Preventative Maintenance — Scheduling & Recurring Tasks

Preventative Maintenance (PM) in Superfood Apps allows you to schedule recurring maintenance tasks for your assets so they are serviced, inspected and cleaned on a regular basis — before problems occur.

Unlike some systems where PM is managed from a separate schedule view, in Superfood Apps PM schedules are configured directly within each asset record. Once set up, the system automatically generates job sheets when each task falls due.

How PM Works in Superfood Apps

  1. You set a maintenance frequency on an asset (e.g. Weekly, Monthly).

  2. The system generates a Maintenance Job Sheet automatically when the task is due.

  3. The job appears in the Job Sheets tab and in the Dashboard under Upcoming Preventative Maintenance Job Sheets.

  4. A technician or contractor completes the job and marks it done.

  5. The next occurrence is automatically scheduled based on the set frequency.

Setting Up a PM Schedule on an Asset

  1. Go to Assets List and open the asset you want to schedule.

  2. On the first tab of the asset record, locate the maintenance schedule settings.

  3. Set the frequency of the maintenance task (e.g. Weekly, Monthly, Quarterly).

  4. Save the asset — the PM schedule is now active.

Tip: The Dashboard reminds you that all PM schedule changes must be made within the asset record, not from the Dashboard itself.

Viewing Upcoming PM Tasks

The Dashboard shows all upcoming PM job sheets sorted by Next Maintenance Date in Days — so the most urgent tasks appear at the top. This gives maintenance managers a clear view of what needs to be actioned this week.

PM Job Sheet Naming Convention

Preventative maintenance job sheets are automatically named using the format: [Asset Code] - [Asset Name] | [Frequency]. For example:

  • 2021 00 053 - Milk Silo 4 | Weekly

  • 2021 00 070 - Wrapping Machine | Monthly

  • 2021 12 001 - Pallet Racking | Monthly

This makes it easy to identify what asset and frequency the job relates to at a glance in the Job Sheets list.

Common PM Frequencies in Food Manufacturing

  • Weekly — Milk silos, high-use production equipment, conveyor belts

  • Monthly — Wrapping machines, pallet racking, dishwashers, turning machines, DAF systems

  • Quarterly — Refrigeration servicing, filter replacements, calibration checks

  • Annually — Pressure vessel inspections, electrical safety testing, full overhauls

Why Preventative Maintenance Matters

  • Reduces unplanned breakdowns and production downtime

  • Extends the lifespan of expensive equipment

  • Supports food safety compliance (HACCP, audits)

  • Creates a documented maintenance trail for regulators and insurers

  • Helps budget for maintenance costs in advance

Tips

  • Start with your highest-risk or most critical assets when setting up PM schedules.

  • Review PM frequencies annually to ensure they still match manufacturer recommendations.

  • Check the Dashboard daily to stay on top of upcoming and overdue PM tasks.

  • Link PM tasks to relevant food safety control points where applicable.

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