Planned Events

To add a planned event to an asset, you must ensure you have planned events set up in the configuration part of Assetminder.

It is best practice to specify the asset type and sub type for each type of planned event. This means you will only see ones which are specific to that asset when adding.

It is important to ensure your customer (usually used if external) has an email address against them in the customer record. This will save time if you want to use the notifications to remind customers of upcoming events, as well as once they are missed.

Now, once you navigate to an asset, you can start adding the planned events.

This asset has no planned events currently. Select New Event.

Now you will see all the planned event types relevant to that type of asset. Select the planned event type you want to add.

 NOTE – The email address has pre-populated. This can be deleted, as well as other email addresses added if required.

Add the due date and click save.

You will see there is now one planned event against that asset.

This is how it shows. It’s in an OPEN status.

If you now want to create a job and add that planned event to the job, you can do it 2 ways. Either from this screen, whilst still in the asset, click the i on the right bar.

When the asset health check pops up, click Job Cards on the wheel.

Click Create Job Card.

Now you are in the new Job Card, select the i. 

NOTE - You can create the Job Card using whatever your normal process is and then navigate to the i.

This time on the health check screen, select planned events and note you can see how many you have available to add.

Find the relevant planned event and click add to Job Card. Then click save.

 NOTE – If you have several events of the same type, because you’ve missed one/many occurrences of that event, it will not allow you to add the newest one. Instead, it will automatically select the oldest one, as you can’t simply miss events and pick the ‘current’ one. You must first deal with the missed one(s).

Now you can see you have one planned event on that Job Card.

On the App, the user would navigate to the Job and once in the Job, they will see there is a planned event to complete. It can also be seen if the user is in the asset (denoted by the ‘1’ against the middle icon which is planned events)

The planned event must be ticked on the app to show it has been done and it will then show (1) & (1), meaning there was one event on the job, and one has been completed.

Now from the web, the job shows the planned event as completed (the small 1 denotes one completed).

This step is extremely important to ensure the event is closed off properly, with the correct date and rescheduled if needed. In this example, the event was due today and ticked on the app today.

Planned events very often go hand in hand with an Inspection, which would also be on the job. This means the dates can be cross checked before completing the following steps.

The person closing this job would select closed and select today’s date. This then shows a reschedule button in green. 

NOTE - The reschedule option is useful if you want to reschedule the future events based on the completed date being entered, rather than the date the event was originally due. This would be used if the completed date is very different to the due date, and it warrants the future events to be rescheduled to bring them back into line (this is determined by the type of event, how far off the due date it was done etc and is not an exact science) 

Now, against the asset, that event is showing as closed.

And the next event in the sequence can be seen.

If an event is missed, it will show in the missed tab within planned events on the asset. It can either be assigned to a job and completed using the above process, or it can be managed here by selecting a status, completed date, rescheduling if needed and ticking close. Then save.

This screen is showing an Open planned event, but note there is no option to close this, nor is there a delete option. That is because there is a missed event in the sequence which needs dealing with before you can proceed.