Maintenance Scheduler

The schedule that writes
the work order.

A trigger is a standing rule on a piece of equipment. It writes the work order, fills in the asset, the floor, the room and who it goes to, and does it again on the cadence you set.

  • Set on a piece of equipment, because naming the asset is required
  • The work order arrives written, not as a blank for somebody to finish
  • Every standing rule on the building, on one table you can read

Nobody has to remember. The rule is on the building.

Book a demo See one write a work order

A standing rule, not a reminder

A trigger sits on a piece of equipment on the building record. It knows what it is for, how often, and what to create.

Maintenance Scheduler is a tab on the building record, sitting beside that building's floor plans, its rooms, its assets and its work orders. Every standing rule for the building is one row, next to the work order it produces. The programme is something you can read rather than something people remember.

MERIDIAN HEALTH · GREENWOOD MEDICAL CENTERWest Region
Greenwood Medical CenterRiverside Campus · 6 floors · 214 rooms
Acute
Floor PlansProject FilesBuilding DataCompliance BinderPermitsWork OrdersMaintenance SchedulerAssetsVendorsRequests Status
Triggers on this building
AHU-7 quarterly PMWork order: AHU-7 quarterly filter changeMedium
Fire pump churn testWork order: Fire pump weekly runHigh
Backflow preventer checkWork order: Backflow preventer annual testLow

Naming an asset is required before a trigger can be saved, exactly as it is on a work order. There is no standing rule for the building in general. It belongs to a unit, and so does everything the rule goes on to create.

GREENWOOD MEDICAL CENTER · ADD TRIGGERNew
Name *AHU-7 quarterly PM
Work Order
Name *AHU-7 quarterly filter change
Description *Change the filter bank, check belt tension, log the pressure drop.
Asset *AHU-7 · Rooftop air handler
Assigned ToMarcus T.

Repeat it regularly or run it once. Every three months, every two weeks, or on a named day of the week. You give it a day to start and a date to stop, and you are describing a rhythm rather than booking a calendar entry.

GREENWOOD MEDICAL CENTER · ADD TRIGGERNew
Name *AHU-7 quarterly PM
Trigger Info
Trigger Schedule to Create Work Order3Month(s)before dueOn theMondaybefore due
Repeat TypeRegularly
Starts onJan 21, 2026
Ends On * Dec 31, 2027

Its name, its description, its category, its priority and how long it is due in are all set when you build the trigger. So is the location, which comes off the building you are already inside. When the order arrives it is not a stub for somebody to finish.

GREENWOOD MEDICAL CENTER · ADD TRIGGERNew
Work Order
CategoryPreventative
PriorityMedium
Due In *1 Month
Location
BuildingGreenwood Medical Center
FloorFloor 03
RoomRoom 3142

Priority, assignee, category or equipment, and the columns sort. There is no status filter here, and that is the point: a work order has a status because it is a job, and a trigger does not because it is a rule.

GREENWOOD MEDICAL CENTER · MAINTENANCE SCHEDULERPreventative
PriorityAssigned ToCategoryAsset Columns
Preventative work on this building
Trigger NameWO NamePriority
AHU-7 quarterly PMAHU-7 quarterly filter changeMedium
Backflow preventer checkBackflow preventer annual testLow
MERIDIAN HEALTH · GREENWOOD MEDICAL CENTERWest Region
Greenwood Medical CenterRiverside Campus · 6 floors · 214 rooms
Acute
Floor PlansProject FilesBuilding DataCompliance BinderPermitsWork OrdersMaintenance SchedulerAssetsVendorsRequests Status
Triggers on this building
AHU-7 quarterly PMWork order: AHU-7 quarterly filter changeMedium
Fire pump churn testWork order: Fire pump weekly runHigh
Backflow preventer checkWork order: Backflow preventer annual testLow

One trigger, a year of work orders

The same rule at four moments. Watch where the work order comes from, and what it already knows when it arrives.

Add Trigger

Name it, pick the unit, choose how often, give it a date to stop. This is the only part a person does, and after this nobody has to remember anything.

GREENWOOD MEDICAL CENTER · ADD TRIGGERNew
Name *AHU-7 quarterly PM
Trigger Info
Trigger Schedule to Create Work Order3Month(s)before due
Repeat TypeRegularly
Starts onJan 21, 2026
Ends On * Dec 31, 2027
Asset *AHU-7 · Rooftop air handler
On the building

It lives on the building record with the equipment it belongs to and the person it goes to. It can also be run on the spot when you want the work brought forward.

TRIGGER · DETAILSDetailsWork Order
AHU-7 quarterly PMPreventative
Trigger Info
Create Work OrderEvery 3 Month(s)
Repeat TypeRegularly
Starts OnJan 21, 2026
Ends OnDec 31, 2027
Work Order AssetAHU-7Rooftop air handler
Assigned ToMarcus T.Mechanical
Work Order
NameAHU-7 quarterly filter change
PriorityMedium
Due1 Month(s)
Open

The order appears in Work Orders with the unit, the floor, the room, the assignee and the due date already on it. Nobody typed an address into a description box, because nobody typed anything.

WORK ORDER 46 · DETAILSDetailsUpdates
AHU-7 quarterly filter changeWork order 46 · Preventative
Open
AssetAHU-7Rooftop air handler
Assigned ToMarcus T.Mechanical
Location
BuildingGreenwood Medical Center
Floor and roomFloor 03 · Room 3142
StartJul 21DueAug 21Last UpdatedJul 21Completed OnNo date assigned.
Same unit

Next cadence, same rule, same piece of equipment. Which means the unit builds a run of work you can read back: what was done, when it was done, and by whom.

GREENWOOD MEDICAL CENTER · WORK ORDERSAHU-7
Filtered to AHU-7
WO #NameStatusDue
24AHU-7 quarterly filter changeCompletedFeb 21
31AHU-7 quarterly filter changeCompletedMay 21
46AHU-7 quarterly filter changeIn ProgressAug 21

One rule, set up once. Everything after the first panel happens without anybody being asked.

GREENWOOD MEDICAL CENTER · ADD TRIGGERNew
Name *AHU-7 quarterly PM
Trigger Info
Trigger Schedule to Create Work Order3Month(s)before due
Repeat TypeRegularly
Starts onJan 21, 2026
Ends On * Dec 31, 2027
Asset *AHU-7 · Rooftop air handler

A reminder and a standing rule are not the same thing

Most planned maintenance is scheduled somewhere. The question is whether the schedule survives the person who set it up.

The question✗ A reminder✓ With Ruya
Where it lives
✗In one person’s inbox
✓On the building record, on the piece of equipment
What it knows
✗A date and a title
✓The asset, the floor, the room, the assignee and the priority
What it produces
✗A nudge, if somebody is looking
✓A work order, already written
When it stops
✗When somebody deletes it, or leaves
✓On the end date you set when you built it
What it leaves behind
✗Nothing
✓The order, its updates and its photo, on the unit

Built so the programme outlives the person who set it up

None of this depends on anybody remembering to look.

1piece of equipment named on every trigger, before it can be saved
4ways to filter the programme: priority, assignee, category, equipment
0dates to retype when the next cycle comes round
100+buildings on the platform

These are structural, not measured. They describe how the product is built, not results from a customer. Ruya does not publish numbers it has not earned.

Who stops carrying it in their head

The work arrives already filled in.

Nothing to set up twice

The unit, the room, the category and the priority are on the order the moment it appears, because they were set on the rule.

Ahead of the day it is due

The order is created before its due date, so the work is in front of you with room to plan it rather than on the day it was needed.

Or bring it forward

A trigger can be run on the spot when a unit needs attention sooner than the cadence says.

The programme is a table, not a person.

Readable in one place

Every standing rule on the building, with the equipment it belongs to and the work order it writes.

It cannot quietly lapse

Every trigger carries an end date you chose, so a rule that has outlived its reason shows up instead of running on unnoticed.

It survives turnover

The rule lives on the building record, not in the calendar of whoever set it up.

What you intended, beside what actually happened.

The interval is on record

How often a unit is meant to be serviced is a field on the building, not a recollection.

And so is the work

Each order the rule wrote carries what was done, by whom, on what day, with a photo on the update.

On the same building as everything else

Beside that building’s floor plans, its rooms, its projects and its binder.

What maintenance teams say about planned work

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“
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A trigger is only useful if the rest is already there

It names a unit, in a room, on a floor, in a building. All four exist in Ruya before the rule does.

What a trigger writes is a work order, and what it is raised against is an asset on the building. The room it happens in carries its own department and use in the room record, and that room sits on the current floor plan for the floor. The unit’s manual and warranty arrived in the closeout folder of the project that installed it.

Work OrdersWhat the trigger writes, and where the work actually gets done. AssetsThe unit the rule belongs to, and everything else raised against it. Building DataThe room the work happens in, and what that room is used for. Floor PlansThe current plan for the floor the room is on. Project FilesThe project that installed the unit, with its manual and warranty.

What is hospital maintenance software?

Hospital maintenance software schedules and documents the recurring inspection, testing, and maintenance (ITM) a hospital's life safety and utility systems require, at the frequencies set by NFPA codes and the hospital's accreditor. Facilities teams use it to prove to Joint Commission (JC), DNV, and CMS surveyors that every scheduled task was completed on time, with the record to show it. Ruya Maintenance Scheduler is a software and service solution: the PM register lives per building, and a failed inspection result opens a corrective work order automatically.

Questions facility leaders ask

A trigger is a standing rule on a piece of equipment that creates a work order on a cadence you set. It lives on the building record, under Maintenance Scheduler, beside that building's floor plans, rooms, assets and work orders. The product calls the record a trigger rather than a schedule, because it is a rule that fires rather than a date in a calendar.

It creates the work order. The name, the description, the category, the priority, how long it is due in, the equipment and the person it goes to are all set on the trigger, so the order arrives already written. Nobody gets a nudge that then needs turning into a job.

No, and that is deliberate. Naming an asset is required before a trigger can be saved, the same rule work orders follow. A standing rule for the building in general is the thing that quietly turns into nobody's job, and it is also what makes a unit's history unreadable two years later.

No. You set the cadence, and it is yours to set. A lot of hospital intervals are set by code rather than by preference, such as the inspection and testing frequencies in NFPA standards for fire protection equipment, and those are decisions your own people and your authority having jurisdiction make. What Ruya does is hold the interval on the building where everyone can see it, and act on it without being reminded.

No. Every trigger carries an end date, and it is a required field, so a rule cannot outlive the reason it was created without somebody choosing to extend it. A trigger can also be set to run once rather than regularly, and any trigger can be run on the spot when work needs bringing forward.

It behaves like any other work order in Ruya. It gets an owner, it gets worked, and the update thread carries what was actually done, with the name of the person who did it, the date, and a photo. The record stays on the equipment and on the building, which is where the next person will start.

Bring the piece of equipment nobody is quite sure about.

The one where the last service is somebody’s best guess. We’ll put it on a building in Ruya, set the rule that keeps it serviced, and you can watch it write the work order. Twenty minutes, with the founder, not a sales rep.

  • See your own equipment, on your own interval
  • Ask the hard questions, pricing included
  • Leave with clear next steps, or a clean no

Rashad Mujeebuddin, Founder, Ruya

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