PM Schedule Generator & Due List: Never Let a Planned Maintenance Slip

The problem this kills

You know which equipment needs servicing and roughly how often, but turning that into an actual list of "what's due this week, and what's coming" is a manual slog. Someone keeps a giant spreadsheet, sorts it by hand, eyeballs the last-service dates, and tries to remember that the chillers are quarterly, the generators are semi-annual, and that one customer's contract says monthly. Some assets get serviced twice by accident. Others quietly fall off the list for a year until something breaks — or worse, until an auditor or a customer asks why the contracted PM never happened.

Preventive maintenance is supposed to be the predictable, plannable part of the job. Instead it's the thing that slips because the math lives in one person's head and one fragile spreadsheet. You don't need a six-figure CMMS to fix this, and you don't need to be a developer. You need a tool that reads your frequencies, does the date math reliably, refuses to generate the same cycle twice, and lets a planner decide what actually gets released into the schedule.

What you'll build

A simple internal web tool that turns frequencies into a due list. You import your assets or contracts — each with a PM frequency (monthly, quarterly, every 90 days, semi-annual, whatever you use), a last-PM date, and a PM type. The app does the date math and generates the next due PM visit for each one, then builds a prioritized due list: overdue first, then due this week, then upcoming, scored by how late they are and how critical the asset is. Each generated PM carries its checklist template (the right one for that PM type) so the tech knows what to do. A planner reviews the due list and approves exactly which PMs to release into scheduling — you can hold some back, push others up. On approval, the approved batch is handed to scheduling and exported as a clean CSV in the columns your scheduling system expects. A duplicate guard keyed on the asset plus the PM cycle means the same visit can never be generated twice.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — how you track maintenance today, whether you schedule by asset or by contract, your real frequency conventions and asset-type codes, your last-PM dates, your checklist templates, your peak volumes, and the messy edge cases (a PM that was skipped, a frequency that changed mid-year, a contract that covers many assets) — and then it tailors the data model, the interval math, and every later step to your answers. This is not a generic template; the agent reflects a short spec back to you and waits for your thumbs-up before it builds anything. From there it walks the agent through the import, the generation engine, the prioritized due list, the checklist templates, the planner approval gate, the handoff to scheduling, and the CSV export — each step with a ready-to-copy prompt. There's also a fallback so you can build and run the whole thing today even with no integration to your CMMS or field-service software.

The governance it includes (this is the point)

This tool decides what work gets scheduled, so it ships with the controls a real maintenance operation needs: login so only your team can use it, row-level security so you only ever see your own organization's assets and PMs, a complete audit trail of who imported, generated, approved, and released each PM and when, a hard human-approval gate so nothing is handed to scheduling until a planner signs off on the due list, and duplicate guards keyed on the asset plus the PM cycle so the same maintenance visit can never be generated or released twice.

Who it's for

Maintenance planners, schedulers, and service managers at facilities teams, building operations, manufacturing plants, fleet operations, and field-service contractors who run preventive-maintenance programs on equipment or under service contracts — anyone who owns the "what's due" question and wants it answered reliably and on the record instead of by hand in a spreadsheet. If you can describe how often your assets get serviced and when they were last done, you can build this.

You've got this — start with the plan, paste the first prompt, answer the interview, and you'll watch your first approved, deduped due list go straight to scheduling the same weekend.