Preventive maintenance software that keeps building servicing on schedule

MYBOS puts every recurring task for your condo or HOA building into one calendar, from elevator servicing to gutter cleans. Your team gets a reminder when work is due, vendors get the details, and every visit is recorded against the asset it covers.

Book a demo How it works

More than 1.5 million work orders have run through MYBOS, across more than 3,000 buildings.

Example building

This month's servicing

6 tasks

Elevator service
Monthly, assigned to elevator vendor
Completed
Pool chemical check
Weekly, on-site team
Completed
Generator run test
Monthly, on-site team
Due this week
HVAC filter change, common areas
Quarterly, HVAC vendor
Scheduled
Roof and gutter inspection
Quarterly, on-site team with photos
Scheduled
Garage door service
Every six months, door vendor
Overdue

Overdue work stands out, so nothing slips quietly.

What does preventive maintenance software do?

It schedules the routine servicing your building needs, reminds the right people when it's due, and keeps a record of every visit, so work happens before things break.

In most condo and HOA buildings, preventive maintenance lives in a mix of places: a spreadsheet, a wall calendar, a vendor's own reminder emails and the memory of whoever has been there longest. It works until that person goes on vacation or moves on. Software puts the whole schedule in one place that doesn't depend on any one person.

In MYBOS that means:

An all-in-one maintenance calendar where recurring tasks are set up once and come around automatically
Automated reminders to staff and vendors when work is due, and a clear flag when it's overdue
Asset registers with warranties and documents, so each task is tied to the equipment it covers
Mobile completion, so your team can close a task on site with photos and notes
Reports and history showing what was serviced, when and by whom

What should be on a building's preventive maintenance schedule?

Every asset that costs real money when it fails. For most residential buildings, that starts with the systems below.

Asset	Typical tasks	Common frequency
Elevators	Service visit, safety checks, logbook update	Monthly
HVAC in common areas	Filter changes, coil cleaning, seasonal start-up	Quarterly to seasonal
Roof and gutters	Inspection, debris clearing, drain checks	Quarterly, plus after storms
Pumps and generators	Run tests, oil and battery checks	Monthly
Pool and amenities	Water chemistry, equipment checks, cleaning	Weekly
Garage and gates	Door service, sensor and remote checks	Every six months
Common area lighting	Walk-through, lamp and timer checks	Monthly

Frequencies are a common starting point. Always follow the manufacturer's guidance and your local code requirements for each asset.

Preventive vs reactive maintenance: what's the difference?

Preventive work is planned and scheduled. Reactive work happens after something breaks. Good software handles both, but the goal is to shift the balance toward planned work.

Preventive

Scheduled in advance, budgeted, and done at a time that suits residents. Small issues get caught early, and equipment tends to last longer because it is looked after.

Reactive

Unplanned, often urgent, and usually more expensive. An elevator outage or a flooded garage means emergency call-out rates and unhappy residents.

When something does break, MYBOS logs it as a work order against the same asset, so the history shows both the planned visits and the repairs. You can read more about that side in our guide to work order software, and the full picture is on our building maintenance software page.

How does preventive maintenance work in MYBOS?

You set it up once, and the calendar keeps it running.

Add your assetsElevators, pumps, roofs, HVAC units and anything else you maintain, with warranties and documents attached.
Set recurring tasksChoose how often each task repeats and who does it, your own team or a named vendor.
Get reminders when work is dueThe right person is notified ahead of time, and overdue tasks are flagged so they can't be missed.
Close tasks on siteStaff complete the task in the mobile app, adding photos and notes as they go.
Report on itEvery completed task builds the asset's history, ready for board meetings or contract reviews.

Spreadsheets and calendars, or preventive maintenance software?

A spreadsheet can list your tasks. It can't remind anyone, prove the work was done or keep the history when staff change.

	Spreadsheet or calendar	MYBOS
Reminders	Someone has to check	Sent automatically when work is due
Overdue work	Easy to miss	Flagged clearly
Proof of completion	A tick in a cell	Photos and notes from site
Asset history	Scattered across files	Kept with each asset
When staff change	Knowledge leaves with them	The schedule stays with the building
Board reporting	Rebuilt before each meeting	Pulled from the record

“With MYBOS, building managers now spend less time on admin and more time on site. It's made life easier for all our building managers.”
Nathan Smith, Brookfield

Rated 4.3 out of 5 on Capterra, GetApp and Software Advice, with a 99.5% user satisfaction rate.

MYBOS in numbers

1.5 million+work orders sent through the platform
3,000+buildings under management
200+organizations using MYBOS

See your preventive maintenance schedule in MYBOS

Tell us about your building or portfolio and how servicing is tracked today. We'll show you how it would run in MYBOS, using assets like yours.

If you go ahead, our team helps set up your assets and recurring tasks and brings your existing records across.

Book your demo

No obligation. We'll be in touch to find a time that suits.

Prefer to talk? Call +1 844 445 3675 or email sales@mybos.com.

Preventive maintenance questions, answered

Preventive or predictive maintenance: what is the difference?

Not quite. Preventive maintenance runs on a schedule: a set task every month, quarter or year, whether or not anything looks wrong. Predictive maintenance uses sensor data to service equipment only when readings suggest it is needed.

Most residential and condo buildings get the biggest return from a well-run preventive schedule first, because it covers every asset, not only the ones with sensors. MYBOS is built around that scheduled approach, with every completed task feeding the asset's history.

Can we assign recurring jobs to outside vendors?

Yes. Each recurring task can be assigned to your own staff or to a vendor, such as your elevator company or pool service. When it falls due, the job goes to the right person with the asset details attached.

Because every visit is recorded against the asset, you build up a clear picture of how each vendor performs over time, which helps when contracts come up for renewal.

We have a management company. Who uses the software, the board or the manager?

Usually both, in different ways. The community or building manager runs the schedule day to day and closes out tasks, often from the mobile app. Board members can be given access to reports and history without the day-to-day admin.

That split means the manager keeps control of the work while the board can see that servicing is happening, without asking for a spreadsheet before every meeting.

Does MYBOS do reserve studies or HOA accounting?

No. MYBOS does not prepare reserve studies or handle dues, ledgers and payments. It works alongside the accounting software you already use.

What it does give you is a reliable maintenance history for every asset, including when it was serviced, by whom and what was found. That record is exactly the kind of information a reserve study specialist or board will ask for.

How do we get our existing schedule into MYBOS?

Our team helps you bring across what you already have, whether it lives in a spreadsheet, a paper logbook or another system. We set up your assets and recurring tasks with you, so the calendar is ready on day one.

Your managers also get training and ongoing support, so the schedule keeps running after setup rather than drifting back into someone's inbox.