Maintenance Scheduler

Keeping on top of maintenance is critical for any organisation — missed inspections lead to compliance issues, equipment failures, and safety risks. Today we're launching the Maintenance Scheduler, a new item type in Monospace that makes it easy to track every recurring inspection, service, and test.

14 Preset Types

Get started instantly with built-in presets for the most common maintenance categories:

• PAT Testing — Portable appliance testing for electrical equipment
• Fire Safety — Fire risk assessments and safety checks
• Fire Alarm & Extinguisher — System tests and equipment inspections
• Legionella — Water safety and legionella risk assessments
• HVAC / Boiler — Heating, ventilation, and cooling system maintenance
• Electrical — Fixed wiring tests and electrical inspections
• Emergency Lighting — Monthly and annual emergency light tests
• Gas Safety — Gas appliance and installation checks
• Lift / Elevator — Periodic lift inspections
• Plumbing — Pipe, drain, and water system maintenance
• Pest Control — Regular pest inspections

Each preset comes with a default icon, colour, and frequency. Or create a custom type with your own icon for anything not covered.

Flexible Scheduling

Set jobs to repeat weekly, monthly, quarterly, biannually, annually, or on a custom interval (any number of days). Each job has a configurable "remind before" threshold so you get early warning.

Smart Status Tracking

Jobs automatically categorise into three groups:

• Overdue (red) — Past the due date
• Due Soon (amber) — Within the remind-before window
• Up to Date (green) — Not due yet

The dashboard shows counts for each category and an alert banner when overdue items need attention.

Team & External Assignments

Assign jobs to team members — select from a scrollable list with profile pictures, just like assigning board cards. Or assign to an external company (e.g. "FireGuard Ltd") for third-party contractors. Each shows a distinct badge on the job card.

Completion Tracking

When a job is done, click Mark Complete and record:

• Result: Pass, Fail, or Partial
• Notes: Any observations or follow-up needed
• Completed by: Auto-filled with your name, editable

The due date automatically advances to the next cycle, and the completion is logged to a history timeline visible on each job card.

Edit Everything

All job properties can be edited after creation — name, location, equipment, frequency, due date, assignee, priority, and notes.

Availability

The Maintenance Scheduler is available on Max individual plans and Business, Corporate, and Enterprise organisation plans. Add it to any project from the + menu.