Preventive maintenance scheduler

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What this tool does

The preventive maintenance scheduler lists the next due dates for one recurring maintenance task. You enter the first due date and how often the task repeats; the tool calculates the dates for up to 12 months. You can download them as a calendar file (.ics), a standard format most calendar apps can import, or print the list with columns to initial when each job is done. You do not need an account.

Who it is for

It is for small teams that keep recurring maintenance in their heads, on a wall calendar or in a spreadsheet, and want the due dates in the calendar they already use.

Fields explained

• Task title (required): what needs to be done, in your own words. It becomes the name of each calendar event.
• Asset name: which equipment the task is for. It is added to the event name.
• First due date (required): the date the task is first due. Every later date is calculated from it.
• Repeat every (required): a whole number from 1 to 365, together with a unit: days, weeks, months or years. Take it from the manufacturer's manual or your own maintenance plan. The field starts empty because the tool does not suggest intervals.
• Show the next: how many months of dates to list, from 1 to 12.
• Page size: Letter or A4, for printing.

How dates are calculated

Each due date is calculated from the first due date, not from the date before it. That keeps the schedule on the day you chose.

When a task repeats monthly from the 29th, 30th or 31st, months without that day use their last day, and later months go back to the original day. For example, a monthly task first due on January 31, 2027 is due on February 28, then March 31, then April 30. In a leap year, February 29 is used.

The dates are fixed due dates. They do not move if the work is done early or late. Scheduling from the date work was completed, or from hours of use or mileage, is not covered.

Example

Sample data. A task first due on 2027-01-31, repeating every 1 month and shown for 12 months, gives 13 dates: 2027-01-31, 2027-02-28, 2027-03-31, and so on to 2028-01-31. The monthly interval here only shows how the dates work; it is not a recommendation for any equipment.

Using the calendar file

The .ics file is a standard calendar format. Each due date becomes an all-day event, so it shows on the right day whatever your time zone.

• Updating events depends on your calendar app. Each event in the file keeps the same identifier when you download a newer version of the same schedule, and many calendar apps use it to update the events you already have. Some apps add copies instead, so check your calendar after importing a newer file.
• Old dates are not removed automatically. If you shorten the schedule or change the dates, events from an older file stay in your calendar until you delete them. The tool warns you when the dates have changed since your last download.
• Start a new schedule when you want a separate set of events for another task. Its file will not touch the events of the previous one.

Your schedule is saved in this browser so you can come back and export it again. Clear this device deletes the saved schedule and nothing else.

Limits

• Calendar only. The tool does not handle hours of use, mileage or other meters.
• No reminders of its own. It does not send notifications; your calendar app's settings decide whether you get a reminder.
• No assignments. It does not assign tasks to people or track whether they were done.
• A schedule is not a safety procedure. Doing the work safely needs procedures and training of its own; see OSHA's guidance on the control of hazardous energy for context.
• You choose the interval. Use the manufacturer's manual and your site's rules. A calendar does not ensure the work gets done, and it does not prevent breakdowns.

Your data

Everything you type stays in your browser. The calendar file and the printed list are created on your device, and nothing you enter is sent to a server.

Next steps

• Create a work order for each scheduled job.
• Record what was done in the equipment maintenance log.