A Maintenance Trigger is the specific condition defined in a Maintenance Schedule that causes Zoho FSM to automatically create a new preventive maintenance Work Order. Triggers can be time-based (a fixed date, a recurring interval from the last service), event-based (after installation or after the previous PM is completed), or usage-based (after a defined number of operating hours or cycles recorded for the asset).
Time-based triggers generate Work Orders on a fixed schedule regardless of asset condition or usage. Event-based triggers use the completion date of the previous PM Work Order as the start of the countdown to the next one, maintaining a consistent interval between actual services rather than calendar dates. Usage-based triggers depend on asset meter readings and are more accurate for high-utilisation equipment where calendar intervals would lead to over-servicing or under-servicing depending on the period’s usage.
For assets with predictable usage such as commercial HVAC systems in office buildings, time-based triggers are appropriate and easy to manage. For variable-usage equipment like service vehicles or production machinery, usage-based triggers are more accurate and aligned with manufacturer recommendations. Event-based triggers are best when the interval must be measured from actual completion rather than a fixed calendar to account for services that run early or late.
Yes. An asset can have multiple maintenance schedules with different triggers. For example, a generator might have a time-based trigger for a quarterly oil check and a usage-based trigger for a major service after every 500 operating hours. Both schedules run independently, and whichever trigger fires first generates the corresponding Work Order without affecting the other schedule’s countdown.
The generated Work Order enters the unscheduled queue and remains there until an agent is available. The system does not generate duplicate Work Orders if the first one is not yet scheduled. Overdue unscheduled PM Work Orders are highlighted in the maintenance calendar so managers can see which services are pending and take action, such as arranging temporary cover or expediting the scheduling.
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