Creating a schedule

Manual — Automatic Scheduling · chapter 3 of 8

In Planning › Automatic Scheduling, click New Schedule. The wizard has four steps — General, Assets, Plans and Confirmation — and nothing is saved until the Generate Schedule button of the last step. Next is only enabled when the step is complete; Back goes back without losing what was filled in.

System rule

Check the site in the header before starting: the schedule and the tickets are born in it, and the wizard only lists the assets of that site and of the sites below it.

Step 1 — General

Figure 4. New Automatic Schedule, step General: name, calendar, start date, horizon and notes.

1. 1The four steps — the current one highlighted; the ones already done get a check mark and can be reopened.
2. 2Schedule Name — e.g. “Preventive schedule — Data Center 2026 Q4”.
3. 3Calendar — required; the company’s calendars (chapter 2).
4. 4Start Date — the first day of the horizon.
5. 5Horizon (End Date) — until when to generate.
6. 6Notes — free text, optional.
7. 7Next — only with the four required fields filled in.

• The End Date must be after the Start Date; H2O refuses to save otherwise (chapter 8).
• Horizons of 3 to 12 months work well: all tickets are created at once, and a long horizon fills the ticket list with Planned tickets. For the next period, create another schedule starting the day after this one ends.
• The field hint says the horizon “can be extended later”; today there is no screen for that — the rule above applies.

Step 2 — Assets and preferred day

Choose the Asset Type (UPS, Generator sets, Air conditioning, Switchboards…), tick the assets and give each one its preferred day.

Figure 5. Step Assets: the chosen type, the list of assets with the search and, below, the Selected Assets with each one’s Preferred Day.

1. 1Asset Type — one type at a time; the ticked assets are kept when you switch type.
2. 2Search — by name, serial number or ID.
3. 3A ticked asset — the row shows the serial and the location.
4. 4Warning Already in a schedule: … — the asset is already in another Active schedule (hover to see which). You may go on; it is only a warning against duplication.
5. 5Selected Assets (N) — Preferred Day: one asset per row.
6. 6Day of month (Day 1 to 28) or Day of week (Monday to Sunday).
7. 7✕ — removes the asset from the selection.

Preferred day	How H2O calculates the dates	Use with
Day of month (1–28)	the first date is that day in the month of the Start Date; if it has already passed, a whole period is skipped. Then the plan’s interval is added, always on the same day of the month. The limit of 28 avoids short months.	Monthly, Bimonthly, Quarterly, Semi-annual, Annual, Custom ≥ 28 days
Day of week	the first date is the first chosen day of the week from the Start Date (inclusive); then the plan’s interval is added.	Daily, Weekly, Biweekly, Custom < 28 days

Warning

With a monthly or longer plan, choose Day of month. If you choose Day of week, only the first visit falls on the requested weekday: the following ones add one month to the previous date and fall on any day (in this manual’s example, CRAC-01 with “Tuesday” and a monthly plan generated 20 Oct Tuesday, 20 Nov Friday and 20 Dec Sunday → 21 Dec).

Tip

So as not to lose the first visit, start the schedule on the preferred day or before it in the first month. In the example, start on 19 Oct with day 10: the monthly plan started on 10 Nov and the quarterly one only on 10 Jan — 10 Oct had already passed, and H2O skipped a whole period.

Spreading the preferred days — UPS on the 10th, switchboards on Wednesday, cooling on Tuesday — distributes the team’s load across the month.

Step 3 — Plans

Plans are ticked per asset family: the wizard shows one block for each family that entered in step 2 (UPS, Generator sets…), and a plan ticked in a block applies to every asset of that family. The same plan may be ticked in more than one family.

Figure 6. Step Plans: one block per selected asset family, with the templates with a periodicity; a family without a plan is shown in amber; below, the total of combinations.

1. 1Family block — UPS (1 asset(s)) — and, on the right, the count P plan(s) × A asset(s) = N combinations of that family.
2. 2A plan ticked in that family.
3. 3Periodicity, duration and category of the template (chapter 2).
4. 4Apply to all families — ticks the plan in every family at once (shown only with more than one family); it becomes In all families — remove when it is already in all of them.
5. 5Family No plan — tick at least one (in amber): Next stays locked while a family has no plan.
6. 6Total: N asset × plan combination(s) — each combination becomes a schedule item.

System rule

Within a family, every ticked plan applies to all of its assets. If two UPS units need different plans, make one schedule for each. With different families — UPS and generators in the same schedule —, tick in each block only that family’s plan: the UPS does not get the generator inspection.

If the list comes up empty (No template with a periodicity found), fill in the Periodicity in the templates (chapter 2) and come back. With a family without a plan, the warning N family(ies) without a plan: … asks you to tick a plan in it or go back and remove its assets.

Step 4 — Confirmation and Generate

Figure 7. Step Confirmation: the Schedule Summary with the totals, the assets with their preferred day, the plans, the Distribution by Month and the final warning.

1. 1Assets, Plans, Estimated Tickets and Planned Hours.
2. 2The assets, each with its preferred day.
3. 3Plans per family — each family with its ticked plans and the combinations count; below, the total.
4. 4Distribution by Month — how many tickets per month, by the estimate.
5. 5Warning: When you confirm, N tickets will be created with status Planned. and the chosen calendar and horizon.
6. 6Generate Schedule — saves and creates all the tickets.

• Estimated Tickets and Distribution by Month are an estimate of the screen: it counts 30-day months and ignores the preferred day and the calendar. The real number appears in the message Schedule created! N tickets generated. and on the schedule page (chapter 5). Differences of one or two tickets per item are normal.
• Planned Hours = tickets × plan duration (30 min when the template has no duration).
• When you click Generate Schedule, H2O saves the schedule, the items and all the tickets in a single operation: either everything is saved, or nothing. It then opens the schedule page.
• Generation sends no notification to anyone: the ticket is born with no technician assigned and no requester other than the person who generated it. The plan’s technician goes on the task (chapter 4).

1. Check the site in the header and click New Schedule.
2. Fill in Name, Calendar, Start Date and Horizon and click Next.
3. Choose the Asset Type, tick the assets and adjust each one’s Preferred Day. Next.
4. Tick the plan (preferably one per schedule). Next.
5. Review the summary and click Generate Schedule.