Overview
Preventive maintenance lets you put the monitoring of your preventive and regulatory maintenance on autopilot.
Shift from a reactive mode to a proactive follow-up of your preventive maintenance.
Keep your fleet compliant with legal and manufacturer requirements.
Basics
Create a maintenance plan
ℹ️ Only the admins of your organization can create maintenance plans. These plans are therefore defined at the organization level (meaning they are shared across all workspaces).
The creation form guides you through setting up your maintenance plan:
Maintenance name: choose a clear, descriptive name.
Description: add details about what needs to be done, for the technician.
Criticality: define the priority level you want to assign to the work orders created from this plan.
Interval type: choose the unit to be used for the interval (calendar days, usage hours, or kilometers).
Interval: set the threshold value for the interval.
Work order creation: choose how many units before reaching the interval threshold the work order should be created.
Maintenance service status: define the rules for changing the maintenance status.
Secondary interval: choose a second interval and set its parameters. The work order will be triggered as soon as one of the two thresholds is reached.
Assets selection: define which assets in your organization will be assigned this plan.
Once the maintenance plan is created, one service per machine will automatically be generated.
Example: if you assign 3 machines to the maintenance plan, then 3 services will be created.
ℹ️ From each workspace, users will only have access to the maintenance and work orders of the machines belonging to that workspace.
How maintenance works
Once your maintenance plans are created, Hiboo automatically calculates the next due dates for each machine according to the defined interval type (hours, kilometers, or calendar).
Initialization of maintenance
Meter-based services
When a machine is associated with a maintenance plan based on a meter (hour meter or odometer), the first interval will be set based on the current cumulative meter value.
This allows you to set the first threshold in line with the machine’s actual usage, even if it was used before being added to Hiboo.
This initialization doesn’t reset the meter; it simply defines the starting point for maintenance tracking.
Calendar-based services
For calendar-based maintenance plans, Hiboo calculates due dates from a start date specific to each machine.
Machines that need initialization are grouped in a dedicated tab accessible only to administrators, who simply need to enter the start date for each machine from which the next interval will be calculated.
ℹ️ If the maintenance plan uses a dual interval, it will be initialized based on its “meter” interval.
The calculation of the next interval then restarts from the meter reading or the date of the last service performed.
Calculation of upcoming due dates
Each maintenance due date automatically generates a work order linked to that maintenance.
Once this work order is closed, Hiboo automatically recalculates the next maintenance due date based on the meter (hours/kilometers) or the date at the time of closure.
This logic ensures compliance with legal and manufacturer requirements.
Track services
The services table lets you track all the services generated from your maintenance plans.
See how each service progresses toward the defined threshold.
Track the number of days / hours / kilometers remaining before reaching that threshold.
Quickly access the linked work order (if it has been created), or create it manually.
ETA
The ETA allows you to anticipate when the threshold defined in your maintenance plan will be reached — machine by machine.
How does it work?
We’ve developed an internal Artificial Intelligence (AI) model that:
Analyzes your actual usage data from the last six months,
Detects seasonality patterns and trends, and
Estimates the date when the threshold will be reached.
This estimate is recalculated every day to best reflect activity changes and provide the most reliable projection possible.
The estimated date is a statistical projection. It doesn’t replace your field expertise but helps you anticipate.
The more complete and consistent your usage data, the more accurate the projection will be.
If the data history is insufficient or too irregular, no estimated date may be displayed.
FAQ
Can I edit a maintenance plan?
Can I edit a maintenance plan?
It’s not currently possible to edit a maintenance plan. However, you can easily delete the existing plan and recreate it. Only completed work orders will be kept.