# Preventive Maintenance Schedule for Machines Source: https://maito.app/workflows/schedule-machine-maintenance-before-it-breaks Every Monday Maito checks your maintenance register for machines due within 14 days, finds a quiet slot on the shop calendar and posts it in Slack. Machines due for service are listed from real hours and dates, with downtime picked around the work. [Operations](https://maito.app/workflows/team/operations) · [Manufacturing](https://maito.app/workflows/industry/manufacturing) · On a schedule · Updated October 19, 2026 Works with - Slack - Email - [Airtable](https://maito.app/workflows/tool/airtable) - Microsoft 365 - Google Calendar - Cal.com - Calendly - [Linear](https://maito.app/workflows/tool/linear) - [Asana](https://maito.app/workflows/tool/asana) - [ClickUp](https://maito.app/workflows/tool/clickup) - [Jira](https://maito.app/workflows/tool/jira) - [Trello](https://maito.app/workflows/tool/trello) ## How do you schedule machine maintenance before it breaks? To schedule machine maintenance before it breaks, run a weekly Loop. Maito reads the maintenance register for services due within 14 days, estimates timing from hours and dates, finds a quiet slot on the shop calendar, flags machines with stale meter readings, and creates the tasks when you say so. ## How it's done today Service is remembered informally until a machine fails. ## What Maito does 1. Read hours and dates from the maintenance register 2. List machines near their threshold 3. Find downtime on the calendar 4. Create tasks for the technician ## Example Loop run: Monday 7:30 AM · Weekly maintenance check **Maito** (7:30 AM): 3 machines due for service within 14 days. • CNC mill 2: spindle grease at 500 h. Meter 488 h, about 12 h left, roughly 1.5 weeks. • Air compressor: oil change, 6-month interval, last done Apr 22. Due Oct 22. • Press brake: hydraulic filter, due Nov 2. **Catch:** the Lathe 1 meter was last updated Oct 2 and its 250 h service may already be past due. I can't tell from the register. From the maintenance register and the shop calendar. Quietest slot: Friday Oct 23 after 1:00 PM, since Job 5821 ships Thursday. **Mia** (7:38 AM): Book the compressor Friday 1 PM and assign it to Raul. Someone check Lathe 1. **Maito** (7:39 AM): Calendar block set for Friday 1:00 to 2:30 PM and task assigned to Raul. Added a task for you to read Lathe 1's meter today. ## How to set it up On a schedule Schedule machine maintenance before it breaks Ask your agent “Every Monday at 7:30, check the maintenance register for machines due in the next 14 days, find a quiet slot on the shop calendar and post in #shop-floor.” Connect spreadsheet - Airtable - Microsoft 365 Connect calendar - Google Calendar - Microsoft 365 - Cal.com - Calendly Connect task tracker - Linear - Asana - ClickUp - Jira - Trello Not connected yet? Your agent sends you a link to sign in. ## What it won't do It works from the register's hours and dates. It does not diagnose machines or know a problem nobody has recorded. ## Questions ### Where does it read maintenance data? From your register in Airtable or Microsoft 365, the shop calendar in Google Calendar or Microsoft 365, and tasks in Linear, Asana, ClickUp, Jira or Trello. ### How does it pick a slot? It looks at the calendar and the job schedule and suggests the quietest time. You confirm before it books or assigns anything. ### What if a meter reading is old? It tells you it cannot judge that machine from the register and asks someone to check the meter. ## More operations workflows - [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs) - [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools) - [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide) - [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean) - [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy) - [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this) [See all workflows](https://maito.app/workflows) ## Put your AI teammate to work. Set it up in minutes. Start with this one, and let it earn the next one. [Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fschedule-machine-maintenance-before-it-breaks)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)