The HERO News this month is about recurring routine maintenance, an optional component of Harmony’s CMMS.
The mailbag has some interesting questions. There’s a quick article with more details.
There’s a deep dive video on all things maintenance, including routine maintenance.
Enjoy!
– The HERO PM Team
Did you know?
Routine maintenance adds automated set-it-and-forget-it power to the Harmony CMMS (Maintenance Management System). Other pieces include services agreements, appliance warranty tracking, key and access management, work requests, work orders, quote requests, appointment confirmations, work permits, job logs with GPS validation, checklists, vendor suitability with AI analysis, experience surveys, and inspections.
Community Mailbag
I’m switching over from managing routine maintenance via spreadsheet to automating it in Harmony. What are the basic steps?
For each unit, go to its Maintenance view and edit the section titled, “Routine Maintenance”.
From your spreadsheet, enter each routine maintenance item in its appropriate category, with the last check/last service date, and the service interval. If you have a preferred vendor for any of these service types, choose them in Preferred Vendors.
That’s all there is to it! Harmony will automatically guide you through the rest to be sure you never miss a routine maintenance item again.
I manage multiple units in a condo building and I want all of the smoke alarms inspected on the same day, but each owner to be billed individually for this service. How can I do this with Harmony?
Super simple. When you create the condo property in Harmony, set up the smoke alarm in the Safety Detector/Alarm section, with its Last Check/Last Service date and Service Interval. When you add a condo unit in that condo property, these settings will be inherited by the unit.
When the vendor is dispatched to inspect the alarms, each one can generate an individual bill for the owner on a vendor invoice, correlated with the work performed.
I manage rental units in an HOA that requires us to perform annual direct verification that each tenant has the correct trash can assigned to the unit and that it is fully functional. Can I do this with routine maintenance?
What a strange request, but yes, absolutely. For this you’ll want to use equipment in conjunction with routine maintenance.
In the Equipment section, be sure each unit has its correct trash can ID (serial number, etc.). Then, in routine maintance, use the Other Items to create a service interval for trash can inspection/verification.
When you follow the automated process to create the work order to inspect the trash can, you can even combine it with a pre-defined checklist of all items to check on an HOA trash can. Checklists are another Harmony feature that dovetail well with routine maintenance.
Featured Harmony U Article: Do It Again (and again, and again)
Many of your units have recurring maintenance needs.
If you manage an apartment complex, you may find yourself replacing AC filters every 1-3 months. Condo managers may find themselves testing the fire suppression system quarterly. Managers of single-family homes may need to dispatch pool service each week.
Featured Harmony U Video: Where can I find an overview of Maintenance?
