What does preventative maintenance software do?
It schedules the routine servicing your building needs, reminds the right people when it is due and keeps a record of every visit, so work happens before things break.
In a lot of buildings, preventative maintenance lives in a spreadsheet, a wall planner and a few contractors' own reminder emails. It holds together until the building manager goes on leave or moves on. Software keeps the schedule with the building instead of with one person.
- A maintenance schedule where recurring tasks are set up once and come round automatically
- Reminders when work is due, with overdue tasks flagged
- Contractors assigned from your contractor list, with insurance expiry tracked
- Asset links so each service is recorded against the equipment it covers
- Mobile completion with photos and notes added on site
What should be on a building’s preventative maintenance schedule?
Anything that costs real money or causes real disruption when it fails. For most apartment buildings, that starts here.
| Asset | Typical task | Common frequency |
|---|---|---|
| Lifts | Contractor service visit | Monthly |
| Fire services | Inspections and testing by your fire contractor | As set by your contractor and standards |
| Pumps and generators | Run tests and checks | Monthly |
| Air conditioning, common areas | Filter changes and servicing | Quarterly |
| Roof and gutters | Inspection and clearing | Quarterly, plus after storms |
| Pools and spas | Water testing and plant checks | Weekly |
| Car park doors and gates | Service and safety checks | Six-monthly |
Frequencies are a common starting point only. Always follow manufacturer guidance, your contractors' advice and the standards that apply to each system.
Preventative or reactive maintenance: what’s the difference?
Preventative work is planned. Reactive work happens after something breaks, and it usually costs more.
Preventative
Scheduled in advance, budgeted and done at a time that suits residents. Small problems are caught early and equipment tends to last longer.
Reactive
Unplanned, often urgent and more expensive. A lift outage or a flooded car park means after-hours call-outs and unhappy residents.
When something does break, MYBOS logs it as a work order against the same asset, so the history shows planned visits and repairs together. The wider picture is on our building maintenance software page, and planning for the year ahead is covered in building a maintenance plan for apartment buildings.
How does preventative maintenance work in MYBOS?
Set it up once and the schedule keeps it running.
- Add your assetsLifts, pumps, roofs and plant, with warranties and documents attached.
- Create recurring tasksChoose how often each task repeats and which contractor or staff member does it.
- Get remindersThe right people are told when work is due, and overdue tasks stand out.
- Close tasks on siteStaff complete tasks in the app with photos and notes.
- Report on itCompleted work builds each asset's history, ready for the committee or owners.