~30 min Intermediate

Set up a preventive-maintenance program ​

Preventive maintenance means servicing equipment on a schedule instead of waiting for it to break. In Itefy you build that as a recurring reservation classified as Maintenance: the schedule blocks the items in calendars and availability checks, and each completed service becomes an event — so over time, your events list turns into the service log.

By the end you'll have a repeating maintenance schedule on the calendar, know how to move individual appointments, and have logged one completed service as an event.

Step 1 — Create the recurring maintenance reservation ​

  1. Select Reservations in the main menu and click New reservation.
  2. Name it after the routine — e.g. "Monthly generator service".
  3. Set the classification to Maintenance using the selector near the top. This colors it correctly in calendars and makes Create event the suggested completion later.
  4. Set the Period to the first service window — for example a few hours on the first service date. The duration can't be longer than the recurring interval.
  5. Add the Items to be serviced. Booked items are flagged so conflicts surface immediately.
  6. Under Reservation repeats, choose Daily, Weekly, Monthly or Yearly and set the pattern, then choose when the series ends: On date, Never, or After N times.
  7. Click View dates booked to preview the generated dates before saving.
  8. Optionally assign the routine to the responsible user under Optional details (Assigned to), then click Create reservations.

Step 2 — See the program on the calendar ​

  1. On the Reservations page, switch to the calendar with the list/calendar toggle in the toolbar.
  2. Step through the months with the arrows. Reservations are colored by classification, so maintenance stands out from ordinary usage bookings — and completed reservations appear faded, so open work is easy to spot.
  3. To see only maintenance, open the Filter by dropdown and check Maintenance in the Classification section — the filter applies to the calendar too.
The month calendar on the Reservations page.

Step 3 — Adjust individual appointments ​

Real life rarely matches a generated pattern exactly. You can move any single appointment without touching the rest of the series:

  1. Open any occurrence of the recurring reservation.
  2. Find the Occurrences card, which lists every appointment in the series with its status.
  3. Click Dates next to the appointment you want to move, set the new dates and click Save. If items are marked as booked for the new period, adjust until nothing is flagged.

Changing dates only affects that single occurrence — the rest of the series keeps its schedule.

Step 4 — Complete a service as an event ​

When a service has been carried out, complete that occurrence as an event so the work is documented:

  1. Open the occurrence from the reservations list.
  2. Click the More menu. Because the reservation is classified Maintenance, Create event is listed first, marked Default.
  3. The new event opens with the reservation's information copied in, and it inherits the Maintenance classification. Describe the work performed, then save.

The occurrence is marked completed with a Converted to event banner linking to the event. On the calendar, it now shows faded.

Step 5 — Use events as the service log ​

  • Events page: Select Events in the main menu. Use the Filter by dropdown's Classification section to show only maintenance events — your account-wide service log, also available as a classification-colored calendar.
  • Per item: Open an item, choose the Activity tab, then Events to see only that item's history — its individual service record.
  • If an external service partner did the work, link them on the event's Performed by section (see Link contacts).

What you accomplished ​

  • A recurring maintenance schedule that blocks the items and shows on every calendar
  • Classification-colored calendars where maintenance is visually distinct and completed work fades out
  • The ability to move single appointments without breaking the series
  • A growing service log: each completed occurrence becomes a maintenance event, linked back to its reservation
  • Per-item service history under the item's Activity tab

Where to go next ​

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