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16.6. Run Asset Maintenance from a Shared Work Queue
Plan recurring asset maintenance in a shared workspace, assign each service occurrence through a ticket, manage the client-grouped queue and calendar, and review maintenance history.
A maintenance program needs more than a recurring checkbox on each asset. Dispatch must see what is due across clients, every service occurrence needs an owner, and completed work needs a record that can be reviewed later.
The Asset Maintenance Command Center provides that operating view. Its Maintenance workspace combines KPI summaries, a work queue grouped by client, a calendar, and a ticket for each scheduled service occurrence. The schedule defines what should recur; the occurrence ticket makes someone responsible for doing and closing the work.
Work from the Maintenance workspace
Open Assets > Maintenance. The KPI cards are Overdue, Due today, Upcoming 7d, Open tickets, and Compliance 90d. The workspace provides Work queue, Plan queue, and History, with List and Calendar views. In the work queue, rows are grouped by client; records without a client appear under Unassigned client.
Figure 1: The Maintenance workspace. A quarterly server health check for GreenLeaf Dental Group sits in the work queue, with its cadence, next due date, and linked ticket on the right.
Use the workspace to move from portfolio-level workload to accountable service work:
| View | What it tells the service team |
|---|---|
| KPI summaries | The current maintenance workload and where attention is needed. |
| Client-grouped work queue | Which services are due for each client, without opening assets one at a time. |
| Calendar | When maintenance occurrences are planned and where upcoming workload is concentrated. |
| Occurrence ticket | Who owns one scheduled service, what work was performed, and whether it has been closed. |
Start the maintenance review from the queue. Expand or review the relevant client group, confirm each due occurrence has the right ticket owner, and use the calendar to check whether the planned work fits the team's schedule. A scheduled inspection should remain visible as owned work until its occurrence ticket is completed and closed.
Switch to Calendar when the question is when, rather than what. The month view shows where planned work clusters, which is what you need before committing a technician to a new visit.
Figure 2: Calendar view answers the scheduling question — where planned maintenance falls across the month.
The Plan queue tab lists active plans that are backed by occurrences, also grouped by client. Use it to audit the maintenance program itself: which plans exist, for which clients, and whether each is producing the work it should.
Figure 3: The Plan queue shows the recurring definitions behind the work, so a gap in coverage is visible before a client notices it.
The ticket is the accountability record for that occurrence. Use it for assignment, technician updates, time, and resolution, just as you would for other service work. For the relationship between assets and service tickets, see 16.8. Create Tickets from Assets and Review Service History.
Create a recurring maintenance schedule
Create the schedule from the maintenance scheduling surface for the asset. The schedule describes the recurring rule; AlgaPSA uses it to place future service into the shared maintenance workflow.
Enter the following details:
| Field | How to use it |
|---|---|
| Schedule Name | Give the recurring service a clear name, such as "Monthly Server Maintenance." |
| Description | Record the scope or operating notes for the recurring work. |
| Maintenance Type | Choose Preventive, Inspection, Calibration, or Replacement. |
| Frequency | Choose Daily, Weekly, Monthly, Quarterly, or Yearly. |
| Interval | Set the number of frequency units between services. An interval of 2 with Weekly means every two weeks. |
| Next Maintenance Date | Set the first upcoming date the schedule should produce. |
| Active | Turn the recurring schedule on or off without deleting its definition or history. |
Save the schedule after reviewing the date and interval. A mistaken interval can create a queue that is much busier or quieter than the maintenance agreement requires.
An asset must exist before you can attach maintenance to it. See 16.2. Register a New Asset and Choose an Asset Type. If ownership, location, status, or lifecycle information has changed, update the asset before scheduling work using 16.4. Edit Asset Details and Manage Status, Location, and Deletion.
Review one asset's schedules
The shared workspace is the primary place to operate the maintenance program. When you need the maintenance context for one device, open its asset record and find the Maintenance card. The asset detail page no longer has a tab strip. Select Manage on the card to open the maintenance focus view for that asset's schedules and history. Use Assets > Maintenance for cross-client prioritization and workload ownership.
Manage schedule definitions
Existing schedules show the Schedule Name, Type, Frequency, Next Maintenance, Last Maintenance, and Status. Edit a schedule when the cadence, next date, scope, or active state changes. Delete it only when the recurring definition is no longer needed; use the active toggle when the program is paused but its history should remain understandable.
Changing a recurring definition and completing an occurrence are different actions. Update the schedule to change future service. Work and close the occurrence ticket to account for the service due on a particular date.
Review maintenance history
Maintenance history records completed service, including when it was Performed At, who it was Performed By, and any Notes. Review it when planning follow-up work, investigating repeat failures, or confirming what was done during a previous visit.
The occurrence ticket adds the service-accountability trail around that history: assignment, work updates, time, and closure for that specific scheduled event. Together, the schedule, ticket, and history show what was planned, who owned it, and what was completed.
For inventory-wide asset health, search, and filtering outside the maintenance workflow, see 16.1. Navigate the Asset Inventory Dashboard: Metrics, Filters, and Views.