Planned Maintenance Events (formerly Repeated Events): How They Work

A Repeated Event is a building-related event which occurs periodically. In the context of Dwellant, this means either the creation (or update) of a posting, or the creation (or update) of a request.

Property Managers may choose to create new postings or requests, but this may result in unwanted clutter. Instead they may choose to update an existing posting or request (if one exists) by leaving the Create new posting or request with every event? checkbox unticked.

Many of the features of a particular type of Repeated Event are the same from building to building. For that reason, Template Repeated Events can be set up at Dwellant, Managing Agent and Building levels.

Planned Maintenance Events and Requests

Daily at 6am, a background job is run on Dwellant which does the following:

• A list of PMEs whose Next action date has been reached is compiled

   

• For each PME:

  • If the Request created or updated flag is NOT set (the default state for newly created PMEs):

    • If a Request does NOT exist or the Create new entity flag is true:

      • A new Request is created. The Next action date is set to the Event date, minus the Due period in days. The text of the Request comes from the Repeated event message template. The Next action date is set to the Event date, minus the Due period in days. For example, if the Event date is 25/05/2025 and the Due period in days is set to 5, then the Next action date will be set to 20/05/2025. This is the date on which the PME will become Due (yellow). Some events become due on the day of the event e.g. Fire alarm tests. Others have longer due periods, because site visits need to be scheduled or other preparation work done.

      • The Request created or updated flag is set

      • No further action is taken for this PME

    • If a Request already exists and PME option Create new entity is NOT ticked:
      • The Request is re-opened. The Next action date is set to the Event date, minus the Due period in days. The text of the Request comes from the Repeated event message template. The Next action date is set to the Event date, minus the Due period in days.
      • The Request created or updated flag is set
      • No further action is taken for this PME
    • If the Next action date is BEFORE the Event date:
      • The status of the Request associated with the PME is loaded. If the status is Completed or Closed, the PME status is set to Current (green) else it is set to Due (yellow). The Next action date is set to the DAY AFTER the Event date
      • No further action is taken for this PME
    • If the Next action date is AFTER the Event date:
      • If the PME status is Due and the Request status is not Completed or Closed, the PME status is set to Late
      • If the Repeated event type is Fixed, then a new Event date and Next action date are calculated. A Repeated event type of Fixed means that the event are relentlessly rescheduled even if they are late. The Request created or updated flag is cleared.
      • If the Repeated event type is Variable, then the Next action date is cleared, and the system will not touch the PME again until the assigned contractor completes the Request.
      • No further action is taken for this PME

If a Request associated with a PME is completed by the assignee:

• The associated PME is marked as Current (green)
• If the Repeated event type is Variable, then the PME’s Next event date and Next action date are calculated.
• The Request created or updated flag is cleared.