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How to Configure Maintenance Plans

Create custom maintenance plan templates that can be connected to you assets to manage preventative maintenance schedules

Updated this week


Maintenance Plan Setup Guide

To configure a preventative maintenance plan for an asset in Aquipa, follow these key steps:

  1. Build a Service Maintenance Form

  2. Create Task Templates

  3. Create a Maintenance Plan

  4. Attach the Maintenance Plan to an Asset



1. Building Custom Maintenance Forms

Maintenance plans often include multiple service intervals. When designing a custom maintenance form, it's best to create sections that reflect each interval.

Example:
For a Ballast Tamper service checklist that includes Engine & Generator checks for service intervals A, B, C, and D, structure your form with corresponding sections like:

  • Engine & Generator – A Checks

  • Engine & Generator – B Checks

  • Engine & Generator – C Checks

  • Engine & Generator – D Checks

To create a form:

  1. Click your avatar in the top right corner

  2. Go to the Configuration Panel

  3. Navigate to Maintenance > Checklist Templates

  4. Click Create Maintenance Checklist

💡 Need help using the Form Builder? We offer 1-on-1 training sessions. To book, contact [email protected]



2. Creating Task Templates

Task templates isolate specific checklist sections to create manageable maintenance tasks that can be linked to maintenance plans.

For example, to create a task for Engine & Generator checks on a Ballast Tamper, you would:

  • Select the appropriate checklist template

  • Choose all the form sections relevant to the task (e.g. all intervals for Engine & Generator)

  • Add a title, instructions, trade group, and criticality

To create a task template:

  1. Go to the Configuration Panel

  2. Navigate to Maintenance > Task Templates

  3. Click Create Task Template

  4. Complete the fields in the dialog and submit



3. Creating Maintenance Plan Templates

Once you’ve created your checklist and task templates, you're ready to create a maintenance plan.

To create a plan:

  1. Go to the Configuration Panel

  2. Navigate to Maintenance > Plan Templates

  3. Click Create Maintenance Plan Template

  4. Name the plan and its first interval

  5. Set the interval conditions and repetition frequency

  6. Choose whether to Tag Out the plant if the usage exceeds the interval (and set tolerance % if applicable)

  7. Assign maintenance tasks to the interval by selecting the task template and matching form sections

  8. To add more intervals, click Add Interval and repeat the process



Interval Dependencies in Maintenance Plans

When creating a maintenance plan with multiple intervals, it’s important to understand how they behave.

In Aquipa, each interval in a plan is dependent on the next.
This means that when a longer interval (e.g. a 12-month service) is completed, it will reset the counters for any shorter intervals (e.g. 1-month or 3-month services) that precede it. This mirrors typical maintenance logic where major services include all minor checks.

⚠️ If you need intervals to operate independently—such as a safety inspection that must run every 30 days regardless of other servicing—set them up as separate maintenance plans. This ensures each schedule runs without being reset by another.



4. Attaching a Maintenance Plan to an Asset

To link a plan to an asset:

  1. Navigate to the desired asset

  2. Click Maintenance > Configure Maintenance

  3. Select the Maintenance Plan Template from the dropdown

  4. (Optional) Rename the plan for this asset

  5. (Optional) Add a description

  6. Enter the usage hours when each interval was last performed

  7. Click Submit to attach the plan

The system will now track and manage service schedules for the asset.

🔍 You can view active maintenance plans from either the asset page or the Maintenance Plans section in the left-hand menu. If a service is overdue, it will be highlighted in red.


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