A long-term maintenance plan brings together future maintenance work and estimated costs for devices, or Spots, over ten years. Each element line describes one Spot's planned work and its estimated costs for each year.
Prerequisites and permissions
Create the plan in the browser version of Spotilla. The Android and iOS apps do not have an equivalent feature for creating plans. The Spots you add to the plan must already exist, and you must have permission to view them.
A manager needs permission to create long-term maintenance plans through their role. Permission to access Spots alone is not enough. Viewing the plan later also requires permission to view plans and at least one of its Spots. Filling in the Owner field does not grant permissions. If necessary, ask your administrator to check the manager's permissions.
Open the creation form and enter the basic information
In the browser menu, open Assets and content → Assets, devices, tools → Long-term maintenance plans. Select Create new plan at the top of the page.
In the form's Basic info section, fill in the required Name and Forecast start year fields. The name can be up to 255 characters long. The start year defaults to the current year; enter a whole year number of at least 1900. You can also fill in the optional Owner and Description fields. Owner is a free-text field.
The start year determines the calendar years of the ten year columns. For example, a start year of 2026 means the years 2026–2035. If you change the start year while filling in the form, the column years change, but the amounts you entered stay in the same columns. Check that the estimates still apply to the years you intended.
Select Spots and add planned work
Select Choose spots above the Selected Spots section. Expand the folders in the selection window's tree and select the checkboxes for the Spots you want. Confirm your selection with the Select Spots button at the bottom of the window. This adds the Spots to the creation form; it does not yet save the plan.
The plan must include at least one Spot. You can add a Spot without element lines and fill in the work later. To add work, click the circled plus icon at the right of the Spot's row, with the tooltip Add line. If the icon or later years are outside the visible area, scroll the table horizontally.
Click the cells in the new element line to edit them. Enter the planned work in the required Element field, for example, “Replace the air handling unit”. Each element line you add needs its own name, up to 255 characters long.
Cycle (years) is an optional value indicating how often the work repeats. Enter a positive whole number or leave the field blank. Condition is an optional rating: 1 - Worst, 2 - Poor, 3 - Fair, 4 - Good and 5 - Best. A blank selection means no condition rating has been given. Use the ratings consistently so that lines for different Spots are easy to compare.
Enter annual cost estimates
Enter the element line's cost estimate in the year columns in which you plan to carry out the work. The columns contain monetary amounts, not working hours or the number of times the work is performed. Cycle and condition do not automatically fill in or change the amounts. For example, a five-year cycle does not copy the 2026 estimate to 2031: you must enter the amounts for both years separately.
The amount must be at least zero. An empty year cell means no estimate has been entered for that year; zero is an explicitly entered amount of zero. Amounts are saved to two decimal places, so additional decimal places are not retained. Enter estimates to the nearest cent and check the saved values again.
The Planned row at the bottom of the table adds up the element line amounts for each year. For example, two estimates for the same year, 1,200.50 and 300.00, produce a total of 1,500.50. Empty year cells are not included in the total. Cycle and condition do not weight the calculation, and no automatic price increase is added to the amounts.
The Spots, element lines and summaries shown in a saved plan are limited by your viewing permissions. Two users may therefore see different portions of the same plan and different totals.
Add similar lines to multiple Spots
Once you have selected Spots for the plan, open Add lines to spots above the table. This feature is unavailable without selected Spots. In the window that opens, all Spots selected for the plan are selected by default, and the table of lines to add contains one empty row.
Deselect the Spots you do not want to add lines to. The Search spot or folder field at the top filters the list. During a search, Select/clear all applies only to visible Spots: if all visible Spots are selected, the button clears their selections; otherwise, it selects them all. The selection counter reflects the visible list.
Spots hidden by the search remain selected, and lines will also be added to them. Clear the search before adding lines and check the full selection if you want to add lines only to certain Spots.
In the Lines to add to the spots selected above table at the bottom of the window, enter the element name, cycle and condition if needed, and annual estimates. Click the cells to edit them. Add row above the table adds a new template row; the trash icon at the right of a row removes an unwanted template row.
Select Add at the bottom of the window. Each template row is copied to every selected Spot as a separate, independent element line. For example, two template rows for three Spots produce six new lines. The amounts are copied as entered to each Spot; they are not divided among the Spots. You can edit the copies individually on the creation form.
Add only changes the creation form. It does not save the plan or replace previously added lines. If you repeat the action, more lines are added to the form.
Correct the selections, save and check the result
Remove an unwanted element line using the trash icon at its right. The trash icon on a Spot's row, Remove spot from plan, removes the Spot and all its element lines from the form. The same happens if you deselect the Spot in the Choose spots window and confirm the selection. If the Spot has element lines, you will be asked to confirm their removal. Selecting the Spot again does not restore the removed lines. The Spot itself remains in Spotilla.
Check the basic information, Spots, each element line's name, the years and the Planned totals. Select Save at the bottom of the creation form. The plan, Spot links, element lines and annual estimates are saved together. If saving fails, the plan is not partially saved: correct the reported error and try again. Cancel closes the creation form without saving the plan.
The Plan created notification indicates success, and the new plan appears in the plan list. Open it by clicking its name in the list. Check the saved Spots, element lines, annual values and totals. Also check individual zero amounts in the lines; an empty summary cell alone does not tell you whether zero was entered for the year or the estimates were left blank.
An element line in a plan describes future work and its estimated cost. If the work needs to be assigned for completion, create a separate task for it. Saving the plan does not itself create or schedule a task, mark work as completed or record an actual cost.
If needed, continue to the instructions on comparing planned and actual costs and editing a plan and viewing its history.