How Asset Maintenance Automation Works in Plinth (Step by Step)

How asset maintenance automation works in Plinth

Registering equipment and scheduling its maintenance takes four steps, and the recurring task generation runs on its own after that.

1. Register the asset

Admin opens Maintenance → Add an asset: name (e.g. "Lift 1 Tower A"), type (lift, generator, fire safety, STP, water tank, or custom), location, install date, warranty expiry, and optional documents (warranty card, AMC copy, manual).

2. Link an active vendor contract

From the asset, admin adds a maintenance schedule and must select an active contract from Procurement Marketplace. No active contract for this vendor yet? The form links straight to Procurement to set one up first there's no way to schedule maintenance against a vendor Plinth doesn't already have a signed contract for.

3. Set the cadence

Monthly, quarterly, semi-annual, annual, or a custom day interval. Choose whether the next occurrence repeats from the planned date (fixed calendar) or from the actual completion date (drifts with real visits), set a grace period before a task counts as overdue, and optionally assign an owner (an admin or an internal staff member) and turn on auto-creating a Helpdesk ticket per occurrence.

4. The cycle runs itself

The first task is created immediately. Each day, a scheduler flips tasks to due, then overdue after the grace period, and sends reminders to the owner. When the owner marks a visit done (with an optional note) or skips it (with a required reason), the next occurrence is generated automatically one task ahead at a time, never a backlog of future dates.

If the linked contract ends or expires, the schedule pauses itself immediately no maintenance schedule is ever left running against a vendor relationship that no longer exists.

Register your first asset · Staff: my maintenance tasks guide

FAQ

Who can mark a task complete? The admin, or the internal staff member assigned as the schedule's owner. What happens if a staff member is offline? Completions and skips queue locally and sync automatically once connectivity returns same offline pattern as Staff Attendance and the Gate app.