A PMV contract defines the type of maintenance work, the visit frequency, and the checks that contractors or in-house teams will need to complete. Setting these up ensures that sites are kept compliant and that orders are raised automatically when visits fall due.
To add a new PMV contract, please follow the steps below:
In the Admin area, click PMV contracts.
If you are using the In-House module, to set up a new in-house PMV, click View/Edit PMVs in the In-House area.
Click Add new PMV type.
Click the green padlock icon to unlock the screen.
Enter the PMV details and settings, then click Next.
Enter the frequency details, then click Next.
Enter the description and check details, then click Save.
Configure PMV contract settings
Settings determine how remedials are raised, whether certificates are required, how callouts are handled, and what costs are included. Understanding these options is essential for making sure the contract aligns with both compliance requirements and operational needs.
📌 Note: The frequency of a Planned Maintenance Visit (PMV) controls how often visits are scheduled and how they behave in relation to orders, assets, and contractors. Changing these settings allows you to configure whether visits are fixed, variable, asset-based, or charged differently depending on the site. Adjusting the frequency is important for ensuring that PMVs are aligned with the contractual agreement and operational requirements of each unit.
To adjust the PMV contract settings, please follow the steps below:
Go to the Admin area.
Click on PMV Contracts.
Select the relevant PMV from the list.
Unlock the green padlock to enable changes.
Make the required change.
Click on the Save button to save the changes.
Each setting listed below affects how the PMV operates, from managing remedials and certificates to determining cost coverage. Use the table as a reference when deciding how to configure your contracts.
Setting | Description |
PMV account code | Determines which repair budget code will be used. |
Capital remedial account code? | When enabled, it allows capital remedial quotes to be raised. |
Are remedial works to be categorised? | Categorises remedial works into three levels: |
Remedials can be raised to another contractor? | If enabled, categorised orders can be assigned to different contractors. |
Is this a 'Statutory' planned maintenance visit? | Applies to legally required PMVs, such as "Lift Servicing" or "Kitchen Ductwork Cleaning," ensuring compliance. |
Are test certificates required to be uploaded? | Requires contractors to upload a test certificate as proof of compliance. |
Are callouts exclusively done by the PMV Contractor? | If enabled, all selected trade callouts will be handled only by the assigned PMV contractor. |
Is this a fully comprehensive all-inclusive contract? | Ensures all reactive callout works are reviewed to determine if they are covered under the contract or chargeable due to misuse. |
Are the cost of parts included within the contract? | If enabled, parts used during maintenance will be covered by the contract, with no extra charges. |
Are equipment failures after servicing to be audited? | Any reactive callouts for equipment serviced in the last 28 days will be reviewed through an audit check. |
Can visits be logged when the status is valid? | Allows multiple site visits within the scheduled period, but ensures only one periodic charge is applied. |
Change the PMV frequency, follow the steps below:
Go to the Admin area.
Click on PMV Contracts.
Select a PMV from the list.
Select the Frequency tab.
Unlock the green padlock.
Each option within the frequency tab affects how the PMV behaves. The table below provides guidance on the available settings and how they influence scheduling, costs, and contractor interaction.
Settings | Description |
Default Visit Frequency | This is the default frequency selected when setting up new contracts, although the frequency can be different on a site-by-site basis. |
Attendance allowed during entire visit frequency? | When enabled, the PMV order is raised to the contractor and immediately set to Due for the entire visit frequency. When disabled, the status changes to Due only within a set visit window. |
Is this an asset-based PMV? | The cost of the PMV visit would be calculated according to the number of assets set up for each unit. Learn how to set up an asset based PMV contract. |
Is this a fixed cost per site (Estate Wide) PMV? | All units across the estate are charged the same cost per site as submitted by the contractor within their rate details. "On Costs" can be added to a specific unit if the PMV charge deviates from the standard cost. |
Is this an individually priced per site PMV? | The planned maintenance cost is different on a site-by-site basis. |
Are different frequencies required for each asset? | Each asset type at a unit can have a different visit frequency. |
Manage assets by individual visit dates? | When this setting is enabled, the assets requiring inspection are notified to the contractor for each specific visit. It will also ask for the contractor’s confirmation of the specific assets that have been serviced via a checklist when logging a visit. |
Are fixed, non-variable visit dates required? | Orders follow fixed dates in the contract (e.g., if the first visit is 01/01/2025 and the frequency is monthly, the next visits will be 01/02/2025, 01/03/2025, etc.). The system does not adjust for late visits, which may cause confusion. If a monthly frequency is selected, the system will prompt you to choose the required months for attendance. |
Are variable MOT-style visit dates required? | Orders are released when the visit window opens (e.g., 2 weeks before a 6-monthly visit). The next visit is scheduled based on the last visit date, ensuring the correct frequency, even if the contractor is late. This means visit dates may shift to maintain the set frequency. |