Maintenance Schedule Template: Plan Every PM Task for the Year
Free maintenance schedule template: asset list, tasks by frequency, annual 52-week plan and status tracking. Includes fill-in guide and a short example.
Short answer
A maintenance schedule template is a planning sheet that lists every asset, its preventive maintenance tasks, their frequency and when each task is due over the year. This free maintenance schedule template contains an asset register, a task plan and a 52-week overview with status tracking. Actarion links each planned task to an AR-guided checklist that logs completion.
Why does the maintenance plan slip?
- Tasks live in separate spreadsheets per technician.
- Production gets no warning, so planned stops are cancelled.
- Overdue tasks are invisible until something breaks.
- Nobody can show the auditor that the plan was actually executed.
What is a maintenance schedule and when do you use it?
A maintenance schedule is the overview of when each preventive task happens. The preventive maintenance checklist describes what is done during each task. Use the schedule to plan workload, align stops with production and track compliance (planned vs. completed).
The maintenance schedule template
Part 1: Asset register
| Asset ID | Asset name | Location | Criticality (A/B/C) | Manufacturer manual ref. | Owner |
|---|---|---|---|---|---|
Part 2: Task plan
| Task ID | Asset ID | Task | Checklist ref. | Frequency | Est. time | Trade | Machine stop? | Last done | Next due |
|---|---|---|---|---|---|---|---|---|---|
| Weekly / Monthly / Quarterly / Annual / x hours | Mech. / Elec. / Operator | Y/N | |||||||
Part 3: Annual plan (weeks)
| Task ID | Wk 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | … | 52 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Legend: P = planned · X = done · L = done late · M = missed
Part 4: Monthly status
| Month | Planned | Done on time | Done late | Missed | PM compliance (%) |
|---|---|---|---|---|---|
How do you fill in the maintenance schedule?
- 1Asset register. start with critical (A) assets: those that stop production or create safety risk when they fail.
- 2Frequency. take the manufacturer's interval as a baseline. Use running hours or cycles where usage varies.
- 3Machine stop. mark tasks that need a stop. Plan these together with production, ideally at changeovers or weekends.
- 4Spread the load. avoid putting all monthly tasks in week 1. Level the workload per trade.
- 5Status. mark each task as done, late or missed. PM compliance = tasks done on time ÷ tasks planned.
- 6Review. each quarter, check failures against the plan and adjust intervals.
Example (packaging line, Q1 extract)
| Task | Frequency | Wk 1 | Wk 2 | Wk 3 | Wk 4 | Wk 5 |
|---|---|---|---|---|---|---|
| Conveyor chain tension | Monthly | X | P | |||
| Filler lubrication | Weekly | X | X | L | X | P |
| Safety function test | Quarterly | X |
From paper to digital with Actarion
- From plan to execution: each scheduled task opens a step-by-step AR-guided checklist on tablet or AR glasses.
- Real completion data: time, technician, readings and photos are logged automatically, so PM compliance is measured, not estimated.
- Integration: Actarion works alongside your CMMS or ERP for planning.
- Knowledge in the task: expert tips live in the instruction, not in one technician's head.
See the preventive maintenance use case.
Frequently asked questions
The schedule shows when tasks happen. The checklist describes what to do during each task.
Divide the number of PM tasks completed on time by the number planned in the period, times 100.
Excel works for a small number of assets. Once you have many assets or multiple technicians, a CMMS gives better planning and history.
Quarterly for status, and at least annually for intervals based on failure data.
