Our PPM Matrix gives facilities teams a single, trustworthy calendar for planned preventive maintenance (PPM) tasks. It replaces scattered spreadsheets with one view of pending, overdue and completed tasks across sites, assets and teams. In this article, we explain why a calendar-first approach matters for compliance and service levels, how the Matrix works, and the best practices that make it effective from day one.
Planned maintenance succeeds when everyone sees the same schedule, understands what is due, and can prove what was done. In practice, PPM information gets fragmented across job lists, spreadsheets and inboxes. That leads to missed visits, uneven workloads and stressful audits. A live calendar aligns managers and engineers on a single source of truth, highlights clashes before they become problems, and provides a clean record for compliance reviews.
What teams struggle with today
What a calendar-first model fixes
A PPM Matrix is a dedicated calendar for planned preventative maintenance that shows every scheduled task in one place. It sits alongside your work orders and uses your existing PPM templates, frequencies, sites and asset structure. The result is a live plan that the facilities manager can access to get an overview of all tasks pending and completed.
1) Plan
Confirm your PPM forms, checklists and frequencies for each asset group and site. PPM Matrix uses this information to generate a forward schedule.
2) Schedule
See the entire programme in month, week or list view. Filter by site, building, asset class, team or status. Overdue, Non-Compliant and Remedial Tasks are flagged instantly so nothing slips. Highlight delays and recurring tasks that are non compliant before they become issues.
3) Execute
As engineers complete work, they attach photos and notes. Status changes to completed with a timestamp, and evidence is stored against the planned task.
4) Optimise
Use quick actions to reschedule or reassign work and smooth out busy weeks. Export summaries for a period, site or asset group when you need reports or audit packs.
Align your plan to recognised standards
Start with the maintenance schedules and frequencies you already use. If you work to recognised specifications (for example, sector standards for building services), mirror those frequencies in your plan so the calendar reflects real obligations.
Standardise your calendar views
Standardising the view makes hand‑offs faster and meetings shorter. Re-organise the view for what matters to you - compliance, delays, priorities, digital checklists.
Set clear ownership and reviews
Define a named owner for each site or asset group and hold a short weekly review of the calendar. Look for overdue, in date, not scheduled items which potentially indicate workload spikes. Capture actions directly in the matrix so nothing gets lost.
Keep evidence close to the task
Capture photos and notes at the point of completion so audits become export‑and‑send. If you need sign‑off steps for high‑risk tasks, include that in your workflow.
Measure what matters
Track a small set of indicators that show whether your plan is working:
"Customers kept telling us they needed one dependable place to see planned work, not six spreadsheets and a dozen email threads. We built the PPM Matrix to make that reality. The demand has been strong because it solves a common problem in facilities maintenance: everyone wants to be proactive, but the plan was never truly visible. Now it is."
While the matrix is industry-agnostic, here are a few use-cases from our existing customers who see high value in using the matrix.
Housing associations and residential portfolios
Compliance checks like fire alarm tests, water hygiene and gas safety often span many blocks. The calendar view helps asset and compliance leads see due and overdue items across the estate, then export a clean report for the board or regulator.
FM service providers
Contract managers use the week view to level workloads across engineers and subcontractors. When access changes or a team member is off, they reassign work in the same view to keep visits on time and avoid penalties.
Healthcare and education
Clinical and safeguarding environments require predictable maintenance with minimal disruption. The calendar makes it easier to cluster tasks by ward or building, reducing repeat visits while maintaining audit quality.
Commercial office and retail portfolios
Multi‑site estates teams can filter by location, vendor or asset type to spot regional trends, coordinate shut‑downs and plan seasonal work.
What is PPM Matrix and who is it for?
A live calendar that shows planned maintenance across sites, assets and teams. It is designed for Facilities and Estates managers, service providers and property operators who need one schedule everyone can trust.
Which plan is it on, and can I try it first?
The PPM Matrix is available on the Scale tier. You can try it with a 14‑day trial. Book a demo and we will switch the trial on for your workspace.
Will it work with our current setup?
Yes. It uses your existing templates, frequencies, sites and asset structure, with no rekeying.
What happens after the trial?
You can upgrade to Scale to keep using PPM Matrix. If you do not upgrade, the calendar view is turned off, but your data remains in your account and you can still use your standard reports.
The PPM Matrix complements your work orders and reactive workflows. Use it to plan and prove scheduled work, while your existing job lists and mobile tools manage day‑to‑day execution. Together, they give you control of both planned and reactive maintenance. The schedule follows your existing role‑based access controls. Scheduling actions and completions are logged with timestamps. Evidence attached to tasks remains part of the record and is included in exports for the period you select. If your organisation requires tighter controls on exports, administrators can restrict who can generate files.
