Introduction

Using maintenance activity templates in a CMMS facilitates the standardization of procedures, ensuring that all tasks are performed consistently and following best practices. Save time by avoiding the need to create each plan from scratch and reduce human error. In addition, it allows for more efficient planning and programming, improving resource management and the predictability of maintenance operations.

This guide provides a detailed walkthrough on creating templates within the platform. Follow these steps to ensure your templates are accurately set up and ready for use.
To better understand this topic, watch this related video that explains it clearly and visually. Click here: Watch video [▶️].

Step-by-Step Guide:

1. Access the Activities Module:

   • Click on the "Activities" module located at the top.
     
     

2. Navigate to Templates:

   • Once in the Activities section, click on "Templates".
     
     

3. Create a New Template:

   • In the Templates view, click on the "Create Template" button located in the upper right corner.
     

4. Fill in General Information:

   • A form will appear where you need to enter general information such as:
     • Name: Provide the name of the template.
     • Recurring: Check this box if the template will be used periodically.
     • Frequency: Specify the frequency in days, months, or years.
     • Duration: Estimate the time required to complete all activities in the template.
       
       

5. Select Activity Type:

   • Choose the type of activity: Preventive, Corrective, or Other.
     
     

6. Add Tasks:

   • Enter the list of tasks included in the template. For example, add tasks such as "Defrost and clean the interior", "Cleaning the condenser coils", "Inspect the rubber seals..." and "Desinfection of external surfaces". Once tasks are added, click "Add".
     
     

7. Delete Tasks if Needed:

   • To remove a task, click the "delete" icon (🗑️) on the right side of the task.
     

8. Add Measurements:

   • Click on the "+" icon to add a new measurement. A popup window will appear where you can enter the measurement, unit, and define maximum and minimum values.
     
     
     

9. Define Minimum and Maximum Values:

   • Check the "Define Minimum and Maximum" box to reveal the corresponding fields.
     

10. Qualitative Measurements:

    • For qualitative measurements, check the "Qualitative" box and assign values such as Good, Fair, and Poor.
      
      

11. Save Data:

    • Once all data is entered, click "Save".
      
      

12. Use Saved Measurements:

    • Saved measurements can be reused in future templates. Select the desired measurement and click "Add".
      

13. Attach Files:

    • Go to the "Attachments" section to add documents like manuals, images, or any file related to the template. Click "Add" and select the file to upload.
      

14. Upload Files:

    • After selecting the file, click "Upload File" to make it available within the template.
      
      

15. Record Activity Costs:

    • In the "Activity Costs" section, record costs such as spare parts, inventoried parts, services, and other expenses incurred during the tasks.
      
      

16. Add Costs:

    • First, select the type of cost (e.g., inventoried spare parts).
      
      

17. Select Warehouse:

    • Choose the warehouse where the parts are stored.
      
      

18. Choose Product:

    • Select the product previously loaded into the inventory.
      
      

19. Enter Quantity and Cost:

    • Specify the quantity, and the system will automatically calculate the cost.
      
      

20. Save Costs:

    • Click "Save" to add the spare part.
      
      

21. Finalize and Save Template:

    • Go to the top of the page and click "Save". The newly created template will appear on the left side.
      

22. Edit or Delete Templates:

    • Once created, you can edit or delete any template by selecting it from the left side.